South Dakota Library Network
ALEPH Cataloging Training
South Dakota Library Network
1200 University, Unit 9672
Spearfish, SD 57799
www.sdln.net
South Dakota Library Network, 2008
©Ex Libris (USA), 2003
Modified for SDLN
Version 16
©
Aleph Cataloging
Contents
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Overview
Accessing Records
Editing Records
Saving Records
Creating Records
Check & Fix Routines
Deleting Records
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Administrative Records
Holdings Records
Item Records
Authority Control
Offline Cataloging
System Librarian
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ALEPH Cataloging
Overview
The ALEPH Cataloging module enables you to create, edit, import
and delete MARC Bibliographic, Authority and Holdings records.
Administrative records are also a part of the cataloging module, and
are ALEPH-defined records intended for internal use and are created
by the system. In most cases, you will never need to edit or
otherwise change an Administrative record.
Tag information screens and validation routines insure cataloging
meets the standards you have prescribed when setting up the
Cataloging module.
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ALEPH Cataloging
Overview
Bibliographic Records
The MARC21 Format for Bibliographic Data is designed to be a
carrier for bibliographic information about printed and manuscript
textual materials, computer files, maps, music, serials, visual
materials, and mixed materials. The bibliographic format contains
data elements for the following types of material:
Books
Serials
Computer Files
Maps
Music
Visual Materials
Mixed Materials
BK
SE
CF
MP
MU
VM
MX
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ALEPH Cataloging
Overview
Authority Records
Authority records contain information concerning the authorized
forms of names, subjects and subject subdivisions to be used in
constructing access points on bibliographic records, the forms of
these names, subjects and subject subdivisions that should be
used as references to the authorized forms and the
interrelationships among these forms.
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ALEPH Cataloging
Overview
Holdings Records
Holdings records, which are linked to bibliographic records, contain
holdings and location (call number) information for bibliographic
items. The holdings record is used to store the 853/854/855 and
853X/854X/855X fields, which generate serial predictions according to
the MARC21 standards used by North American libraries.
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ALEPH Cataloging
Overview
Administrative Records
Administrative records, commonly referred to as “ADM” records, are
linked to bibliographic records. Also attached to the administrative
records are item level information, acquisitions, circulation, and itemspecific copy and arrival data.
Administrative records can be used to store the prediction and
publication schedules, as can Holdings records, but it is not
recommended you use them to do so.
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ALEPH Cataloging
Overview
To connect to a base library, go to
the menu, click Aleph | Connect to…
and select the base library you wish
to connect to. This is the library in
which you will be cataloging your
records (typically SYS01).
Right clicking on the Library
icon on the Operations Bar will
give you the same list.
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ALEPH Cataloging
Accessing Records
You can find a record by browsing or
keyword searching in the Find tab
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ALEPH Cataloging
Accessing Records
The browse function within the Find tab enables you to scroll through
an alphabetical index and retrieve the records attached to the
desired entry from the list. Select the search base, then the Index
(or Headings List) you wish to browse, enter the initial characters of
your search string, and click
.
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ALEPH Cataloging
Accessing Records
Select your heading and click
.
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ALEPH Cataloging
Accessing Records
The following
results screen
will appear:
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ALEPH Cataloging
Accessing Records
The find function enables you to retrieve records using keywords.
Select your base and index, enter the keyword(s) and click
13
.
ALEPH Cataloging
Accessing Records
In the results list,
you have the option to
print or send the
records, remove
the list, save the
results to the
server, download a
previously saved
result from the server
or to show a brief list
and full view of the
records.
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ALEPH Cataloging
Accessing Records
When you
select
,
you see the
same results
screen as you
did using the
browse
command.
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ALEPH Cataloging
Accessing Records
The brief list offers several options in working with our records.
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ALEPH Cataloging
Accessing Records
Brief list options:
Sort: Sort records by two sort types.
Save as: Select records from the list
and save as a new set.
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ALEPH Cataloging
Accessing Records
Brief list options (cont.)
Print/Send: Print, e-mail or save selected records.
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ALEPH Cataloging
Accessing Records
Brief list options (cont.):
My Records: Saves selected records to 2. My Records tab
(tab 2).
Catalog: Change the display to the Catalog mode.
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ALEPH Cataloging
Accessing Records
The full view also offers several options in working with our
records:
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ALEPH Cataloging
Accessing Records
Full view options (note: which buttons are active depends on
which field is selected on the full view):
•Locate: Locate records which are similar to the current one.
•Show Like (depending on selected field): Show records which
have the same data as in the selected field.
•Headings (depending on selected field): Display the browse
list with the line chosen for the type of list and the starting
text.
•External: For fields pointing to external resources (e.g. 856)
open up the relevant resource in a browser.
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ALEPH Cataloging
Accessing Records
Full view options (cont.):
•Link: To display records which are linked to the current one
in a parallel, up or down relationship.
•Item List: When a Holdings or Item field is highlighted,
view the items linked to the record.
•Cataloging: Change the display to the Catalog mode.
•Items: Change the display to the Items mode.
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ALEPH Cataloging
Accessing Records
You are also able to access records directly if they’ve been
saved on the local drive or server, if you know the system
number, or if the records have been saved in “My Records”.
Note: Records saved on the local drive are only accessible
on the pc they were saved on.
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ALEPH Cataloging
Accessing Records
To open a locally-saved record, go to the Menu bar and
select Cataloging | Open Record on Local Drive.
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ALEPH Cataloging
Accessing Records
A window opens with a list of records that have been saved
locally. Highlight the appropriate record and select
to open the catalog record.
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ALEPH Cataloging
Accessing Records
To open a record saved on the server, enter its system number
in the top left field on the Catalog bar and press enter or
.
Alternatively, enter an item barcode on the Item bar.
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ALEPH Cataloging
Accessing Records
As mentioned earlier, you can save records to the
2.MyRecords tab of the brief item display when using the
Find option.
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ALEPH Cataloging
Editing Records
You may choose between three ways of viewing your
catalog record. Use the
icon on the Item bar to toggle
between the views.
**Note: the highlighted pane is the pane effected by the
view.
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ALEPH Cataloging
Editing Records
The first view is the normal screen with both upper and
lower panes and the navigation pane.
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ALEPH Cataloging
Editing Records
The second view eliminates the lower pane:
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ALEPH Cataloging
Editing Records
The third view eliminates the lower pane and navigation pane:
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ALEPH Cataloging
Editing Records
A fourth viewing option is using the split screen editor. This option
is invoked by selecting the
icon on the Catalog bar, and
allows you to view two records simultaneously.
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ALEPH Cataloging
Editing Records
The system does not allow a cataloger to save a record to the
server if another cataloger has retrieved and saved it before the
first cataloger.
In addition to this automatic security, you can lock a record so that
only your changes can be saved on the server until you unlock the
record. No one else can save this edited version on the server.
Note: you can only lock a record that has a system number
assigned to it (meaning it was previously saved to the server).
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ALEPH Cataloging
Editing Records
To lock a record on the server, after
displaying the record, go to the menu
bar and select Cataloging | Lock Record.
The record will be locked and the phrase “Locked by current user”
is displayed in the cataloging bar. You can immediately continue
editing the record.
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ALEPH Cataloging
Editing Records
When you lock a record, another user may call up the record from
the server.
If a cataloger loads a locked record from the server, a warning
message will be displayed indicating that the record is locked by
another user and that you may not save changes on the server.
The user may read the record, and even edit it, but he will not be
able to save any changes on the server while the record is
locked.
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ALEPH Cataloging
Editing Records
To unlock a record that you have previously
locked, go to the menu bar and select
Cataloging | Unlock Record.
Locked records are automatically unlocked after a set period of time.
If a cataloger activates any functions that involve the server (such as
saving it or running a fix routine) the record will be locked for an
additional period of time.
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ALEPH Cataloging
Editing Records
General editing tips:
•Editing Tags, Indicators and Sub-field Codes: Editing works only
in ‘overwrite’ mode. If you wish to change a tag, indicator or subfield code, highlight the old text and enter the new text on top of
the old. To delete a character, use the spacebar (not the Delete
key).
•Editing Contents: The contents area of the Cataloging record
works in ‘insert’ mode. To work in ‘overwrite’ mode, press the
Insert key on the keyboard. When using the spacebar to enter a
blank space, you may enter only one blank space. Carets (^^)
must be used to enter multiple blank spaces.
•Editing Fixed Fields: Fixed fields (LDR, 006, 007 and 008) may
only be edited through use of a form. Select Edit | Open form or
use Ctrl+F to bring up the form for editing.
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ALEPH Cataloging
Editing Records
Help on fields and subfields
is available through the 2.
Tag Information tab in
the lower pane when the
catalog record is displayed.
This tab gives a description
of the currently highlighted
field, along with information
regarding indicators and
subfields. It also specifies
which fields and subfields
are repeatable.
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ALEPH Cataloging
Editing Records
Various standard editing
options are available
from the Edit sub-menu.
Many of these options
have predefined short-cut
keys associated with
them as well.
Many of these fields are
similar to typical windows
editing features (cut, copy,
etc.) A few of the options
which are unique to Aleph are
covered in the following
slides.
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ALEPH Cataloging
Editing Records
The Expand from Template option adds fields and sub-fields from
a template to your current record. When selected, the List
Templates and Local Templates window displays, from which you
can select a template. The current record will be enhanced with
the fields and subfields in the template.
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ALEPH Cataloging
Editing Records
The Locate Similar Record option finds a record in another database
or in the local database similar to the one you are currently editing.
When selected, the Locate Similar Record window appears, allowing
you to select various databases to check your record against. An
option does exist to merge a located similar record with the record
you are working with. The option to merge is determined in the
catalog.ini file.
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ALEPH Cataloging
Editing Records
The Change Record’s Format option allows you to change the
record’s format. When selected, the Choose Record Format window
displays. After selecting a format, the content of the FMT field is
changed.
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ALEPH Cataloging
Editing Records
The Search Headings options help you fill in the contents of a field
(or a subfield) from a list of previously indexed headings. To
utilize this tool, highlight the relevant field in the record and
choose the appropriate option in the Edit menu or corresponding
short-cut key.
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ALEPH Cataloging
Editing Records
The headings options display corresponding to the field you
previously had selected. Highlight the appropriate heading, and
select
to insert it in your record.
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ALEPH Cataloging
Editing Records
Select
to go to a different heading, or
to
view a full record.
will give you a brief list if more than
one document matches the search.
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ALEPH Cataloging
Editing Records
The Sort Record option sorts the fields of the current record
according to the order preset in tab001.eng, which is a systemwide table. Note: fields 5xx, 6xx, and 7xx are not sorted, but
entered in the same order in which they were added.
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ALEPH Cataloging
Editing Records
The Aleph Keyboard is a utility that displays a
virtual keyboard on your screen.
It enables you to insert characters that are not
present in your workstation’s
standard keyboard. You can activate the keyboard
in three ways:
Go to the menu bar and select:
Cataloging | Activate Keyboard
Select the
icon on the Catalog bar
Ctrl+K
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ALEPH Cataloging
Saving Records
There are two primary options for saving records:
•Save on local drive (or Save all on local drive)
•Save on server and local drive
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ALEPH Cataloging
Saving Records
The Save on Local Drive and Save All on Local Drive options save
the current Record (or all open records) on the pc’s hard disk.
To save locally, go to the menu bar and select Cataloging | Save on
Local Drive (or | Save All on Local Drive).
NOTE: Locally saved records will not be available for others to find
in the OPAC.
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ALEPH Cataloging
Saving Records
The Save on Server and Local Drive option updates the serverbased database, and assigns a system number to the record (while
retaining the “NEW###” local-drive file number).
Predefined checks and fixes may also be applied to the record
during saving.
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ALEPH Cataloging
Saving Records
Saving a record on the server and locally can
be accomplished three ways:
Go to the menu bar and select Cataloging |
Save on Server and Local Drive
Select
on the Catalog bar.
Ctrl-L
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ALEPH Cataloging
Saving Records
The following confirmation window will be displayed, where the
Cataloger Level may be changed:
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ALEPH Cataloging
Saving Records
There are five basic-record saving rules:
•A lower-level cataloger cannot overwrite records that were saved
by a higher-level cataloger
•If two or more people are working on the same record
simultaneously, only changes made by the cataloger who called up
the record first will be allowed to be saved.
•Update authorization can be set, based on the OWN field of the
record.
•Update permission can be denied for specific fields.
•When a record is saved on the server, any fields or subfields
empty of content will be deleted.
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ALEPH Cataloging
Saving Records
When saving a record on the server, the system checks the record,
based on user-defined check procedures, and produces a checkreport window. Depending on the type of problems, you may
override it. The system may also perform user-defined fix routines.
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ALEPH Cataloging
Saving Records
Overriding problems in the record may result in a “trigger” being
added to the record. A trigger is a reminder to perform a task
related to the current record.
You are able to view, add and delete triggers by going to the menu
bar and Selecting Edit | Record’s Triggers.
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ALEPH Cataloging
Saving Records
A list of triggers for the current record is displayed.
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ALEPH Cataloging
Saving Records
Triggers can also be displayed by going to the Triggers root in the
navigation pane. Using the filter, you are able to create a list of
triggers that have been registered during a set period of time and
within a particular department.
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ALEPH Cataloging
Saving Records
After inputting your criteria, click
. A list of triggers that
have been registered displays. You are then able to delete or edit
the trigger. You are also able to go to the items attached to the
triggered record.
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ALEPH Cataloging
Creating Records
There are a variety ways to create new records in the Cataloging
module:
•Copy cataloging (duplicating) from another library’s record
•Import a record from another source
•Open a new (original) record
•Open a template to create an original record
•Duplicate an unopened local record
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ALEPH Cataloging
Creating Records
Any bibliographic record in the system’s database can be copied into
your library.
The five steps to accomplish this task are:
•Find a record
•Push the record to the catalog mode
•Duplicate the record in your library
•Edit the record, including removing the previous library’s OWN code
•Save the record
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ALEPH Cataloging
Creating Records
The first step is to locate a record using the methods outlined in
Accessing Records (pgs. 9-27). Once the record has been located,
push it to the catalog mode by selecting
in the lower pane.
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ALEPH Cataloging
Creating Records
Once the record has been pushed to the catalog mode, go
to the menu bar and Select Catalog | Duplicate Record
(or CTRL+N).
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ALEPH Cataloging
Creating Records
After selecting Duplicate Record, the system will ask you
where you would like to copy the record to. Select the
appropriate library from the list (typically SYS01).
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ALEPH Cataloging
Creating Records
The record is copied and is ready for editing.
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ALEPH Cataloging
Creating Records
NOTE: You will want to replace the code in the own field with your
own code before saving it to the server.
You will also want to take care to remove any other library specific
fields from the record you copied.
Fields to change include: 049 (collection code), 092 or 099 (call number)
After making the appropriate changes to the record, you are ready to
save it either to your local drive and/or the system.
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ALEPH Cataloging
Creating Records
ALEPH also allows for the option of importing a record from an
outside source, such as Books in Print or a vendor file. To import
records, select the Import root on the navigation pane.
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ALEPH Cataloging
Creating Records
Specify your input file, be it a record that is saved on your hard
drive or located on a disk or cd, select the convert procedure
from the drop-down menu, and click
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ALEPH Cataloging
Creating Records
The system will
convert the file into
ALEPH. Select
to push the record
into the catalog
mode for editing, and
save as normal.
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ALEPH Cataloging
Creating Records
The fastest and most efficient way to create original records is
by using pre-defined templates. The system contains several
templates on the server, or you may create your own, local,
user-defined, pc-based templates.
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ALEPH Cataloging
Creating Records
Use one of three methods to open a template:
Go to the menu bar and select Cataloging | Open template
Ctrl-A
Select
from the Catalog bar
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ALEPH Cataloging
Creating Records
A list of template choices will appear in a new window.
Highlight the desired template and click
.
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ALEPH Cataloging
Creating Records
A catalog record will display in the upper pane ready for editing.
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ALEPH Cataloging
Creating Records
Local templates may also be created, based on any currently
open record, then edited. Once you have your record on the
screen, go to the menu bar and select:
Cataloging | Create Template on Local Drive.
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ALEPH Cataloging
Creating Records
You will be prompted to give the new template a name:
Once saved, the locally-created template name will display
as part of the template list.
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ALEPH Cataloging
Creating Records
Another option to create a record, is to create one from scratch.
To do so, go to the menu bar select Cataloging | New Record.
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ALEPH Cataloging
Creating Records
Highlight the appropriate format for your record from the
Choose Record Format dialog box and click
.
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ALEPH Cataloging
Creating Records
After selecting the format, a form for the leader (LDR field)
displays in the upper pane. The Tag Information tab of the
lower pane provides a guide to the valid values for filling in
the form.
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ALEPH Cataloging
Creating Records
After you finish editing the form, click OK. The system checks
for potential errors, and depending on their type, you have the
option of continuing on or returning to the form to correct the
error.
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ALEPH Cataloging
Creating Records
After the form has been closed, the form for tab 008 will appear
in the upper pane. Make appropriate changes, and click
.
The system checks for errors, again.
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ALEPH Cataloging
Creating Records
Following the editing of the forms, a new record is created with
the default-required fields (in our case, the 008 and required
leader). The new record is displayed in the Catalog Editor
(upper pane).
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ALEPH Cataloging
Creating Records
In either the case of using a template or creating a record from
scratch, the system copies the record on your local drive. The
record is given a temporary, local file-name that begins with the
prefix “NEW” and a number.
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ALEPH Cataloging
Creating Records
Fields can be added to the new record from a pre-defined list.
You can access this list in two ways:
Go to the menu bar and select Edit | New Field
(Choose from List).
Press F5
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ALEPH Cataloging
Creating Records
Choose the field you wish to add from the list displayed:
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ALEPH Cataloging
Creating Records
The field and it’s subfields will be added to the record for
you to edit:
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ALEPH Cataloging
Creating Records
Alternatively, you may add a user-defined field. This can also
be accomplished in one of two ways:
Go to the menu bar and select Edit | New Field (User-defined).
Press F6
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ALEPH Cataloging
Creating Records
A new line will be added to the catalog record for you to edit:
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ALEPH Cataloging
Creating Records
Subfields can be added to the user-defined field in one of two
ways: Go to the menu bar and select Edit | New Subfield.
Press F7
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ALEPH Cataloging
Creating Records
A new subfield line will be added to the catalog record for you
to edit:
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ALEPH Cataloging
Creating Records
An alternative to adding individual subfields, you can open a
cataloging form for a particular field, which will include all its
pre-defined subfields. With the field highlighted, go to the
menu bar and select Edit | Open Form. All the subfields will
be added to the field. In some cases (such as in tag 008)
a workform may be opened.
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ALEPH Cataloging
Creating Records
A fifth method of creating a new record is to duplicate an
unopened local record. To do so, on the menu bar select
Cataloging | Open Record on the Local Drive.
A list of records displays.
Highlight the record you
wish to copy and click
.
A new local filename will be
assigned with the prefix “NEW”
and a unique number.
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ALEPH Cataloging
Creating Records
When creating records on ALEPH, there are three special fields
the system uses.
Those fields are:
•LKR
•OWN
•STA
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ALEPH Cataloging
Creating Records
The LKR field is used by the system to connect various records
together, such as the holdings record and the bibliographic
record. Because records are stored in different types of libraries
(databases) this linking field is necessary. The system will
automatically create the LKR field when creating a holdings or
administrative record in the system. For example, in the
following holdings record, an LKR field was created by the
system to link the record to the bibliographic record.
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ALEPH Cataloging
Creating Records
You can also use the LKR field to create links from one
bibliographic record to another, for example, for analytical
purposes. Note that the LKR field is only cataloged in one of
the records; the system creates the other side of the link.
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ALEPH Cataloging
Creating Records
The OWN field is an ALEPH field that is used to control update
access to all types of MARC records. You must input your
OWN code before saving a record to the server. Only a
person with proper Catalog OWN Permission is allowed to
update this bibliographic record.
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ALEPH Cataloging
Creating Records
The STA field is a user-defined field that contains information
regarding the status of the record. For example, an STA field
can indicate that a record is a provisional record. This field can
be indexed, and items can be retrieved for further processing
at a later date. The STA status is a free-text field that can be
user-defined to suit the needs of a specific library. However,
there are two exceptions:
•STA $$aDELETED
•STA $$aSUPPRESSED
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ALEPH Cataloging
Creating Records
STA $$aDELETED can be used to mark a record for deletion.
Once this field is added to a record, index entries for the record
are removed to prevent the display in the Web OPAC and in the
search function of the GUI. This status can be used in
conjunction with the service Manage-33, which is a batch job
that removes all records from the system with an STA status
of deleted.
STA $$aSUPPRESSED is used to suppress or to prevent the
display in the Web OPAC.
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ALEPH Cataloging
Check & Fix Routines
Check routines are standard, defined procedures that are
used to check fields, subfields and cataloging records.
There are two types of checks:
•Field-level validation routines
•Record-level validation routines
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ALEPH Cataloging
Check & Fix Routines
The check field option ( conducted by going to the menu bar
and selecting Edit |Check Field or Ctrl+W) verifies that:
•The indicators and/or subfield codes are valid for the tag
•Mandatory subfields are present
•Non-repeatable subfields are not repeated
•Dependencies between the selected field and the other fields
•Contents of fixed-length fields
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ALEPH Cataloging
Check & Fix Routines
In the following example, tag 100 was highlighted, and the check
field option was conducted. An error displays for an invalid indicator:
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ALEPH Cataloging
Check & Fix Routines
The check record option ( conducted by going to the menu bar
and selecting Edit |Check Record or Ctrl+U) verifies that:
•Required fields and subfields are present
•Non-repeatable fields and subfields are not repeated
•Dependency between fields
•Checks if a new entry is added to the headings list
•Checks if a duplicate record will be opened in the Direct Index
•Checks if similar records already exist in the database
•Checks for new headings
**The check record option also performs the check field function.
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ALEPH Cataloging
Check & Fix Routines
In the following example, tag 008 and tag 100 are noted as
having errors.
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ALEPH Cataloging
Check & Fix Routines
The check mechanism can be used to check records in various
circumstances:
•In the Cataloging module while editing a record.
•In the Cataloging module when a record is sent to the server
(before updating the database, the system automatically checks
the record).
•By a batch service on a group of records (manage-25).
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ALEPH Cataloging
Check & Fix Routines
Fix routines are standard library-defined
procedures that automatically “fix” or
make changes to cataloging records.
Fixes can be defined to run automatically
upon saving a record to the server. You
may also run a fix on a record manually
by going to the menu bar and selecting
Edit | Fix Record.
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ALEPH Cataloging
Check & Fix Routines
A list of fix routines display. Select the fix routine you wish to
run, and click
. The fix is then applied to the record
you are currently working with.
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ALEPH Cataloging
Check & Fix Routines
The checks currently used in the system are defined
in the table check_doc, and the fixes currently used in the
system are defined in the table tab_fix.
Both of these are system-wide tables.
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ALEPH Cataloging
Deleting Records
Aleph allows for two types of deletions: a logical deletion of a
record, and a physical deletion of a record.
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ALEPH Cataloging
Deleting Records
The STA field is a user-defined field that contains information
regarding the status of the record. The STA status can be a free-text
field or defined with a list to be used with search sub-field options.
Two exceptions are:
•STA $$aSUPPRESSED
•STA $$aDELETED
The STA $$aDELETED field is used to indicate that the record is
logically deleted but without deleting all the fields in the record.
These records do not display in OPAC, but still remain in the database.
This status can also be used in conjunction with a batch job to
physically delete records.
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ALEPH Cataloging
Deleting Records
There are four options for physical deletion of records:
•Delete NEW* records from local drive
•Delete record from local drive
•Delete record from server
•Delete Bibliographic Records Including Related ADM/HOL Records
(Manage-33) batch job
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ALEPH Cataloging
Deleting Records
All NEW* records can be deleted
from the local drive
by going to the menu and selecting
Cataloging | Delete New* Records.
If there is a “New” file that you do
not want to delete, first call up the
record from your local drive and
rename it by going to the menu and
selecting
Cataloging | Rename on Local Drive.
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ALEPH Cataloging
Deleting Records
To delete one record from the local drive, go to the menu and
select Cataloging |Open Record on Local Drive.
This option opens the dialog box that lists all local records.
Highlight the desired record and click
.
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ALEPH Cataloging
Deleting Records
Records can also be deleted from the server.
Choose the record you wish to delete.
With the record displayed in the catalog
edit pane, go to the menu bar and
Select Edit | Delete Record from Server.
The system will prompt you to confirm the
deletion. The record will not actually be
deleted, but all fields except the LDR and
DEL fields will be removed. The system
can be set to not allow deletions of records
that still have links attached (holdings,
items, etc.)
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Deleting Records
Finally, the batch job Delete Bibliographic Records Including
Related ADM/HOL Records (manage-33) can be run.
This job will delete all records that contain an STA field of
$$aDELETED, including associated administrative and holdings
records.
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Administrative Records
Administrative (ADM) records are linked to bibliographic records.
Attached to the ADM record are item level information,
acquisitions, circulation and item-specific copy and arrival date.
Item records cannot exist without an ADM record.
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Administrative Records
To create an ADM record, you must first locate a bibliographic
record. In the catalog mode, right click on the appropriate ADM
library in the record manager section of the navigation pane.
You will receive the option to Load/Create Record.
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Administrative Records
If an ADM record has already been created (perhaps through
the Acquisitions process) the record manager will note this is
the case:
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Administrative Records
An ADM record will be created based on information from the
bibliographic record. Once created, you will typically never
need to alter the information located in this record.
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Holdings Records
The ALEPH Holdings record is based on the MARC 21 Format for
Holdings Data. Holdings records are designed to be a carrier for
holdings information and may include:
•Location information (852 field)
•Copy-specific information for an item or group of items
•Information that is applicable to the holding organization
•Information that is needed for local processing, maintenance,
or preservation of the item
•Version information
•Retrospective holdings (i.e. Library has:)
•Prediction patterns using the 853/853x for serial records
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Holdings Records
In ALEPH, holdings data is maintained in separate holdings
records, created and stored in the holdings database (SYS60)
which is linked to the bibliographic database (SYS01).
Bibliographic records can have one or more linked holdings
records.
Although the MARC 21 holdings record defines that specific item
information (such as a barcode) may be included in the holdings
record, ALEPH requires an item record for each physical item
that the institution owns that is a serial or is circulated.
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Holdings Records
Holdings records can be created by 3 different methods.
After locating and displaying the
bibliographic record you can:
Go to the menu bar and select
Edit | Select HOL Record
which takes you to the holdings record tab in the lower
pane where you can select
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Holdings Records
Go directly to tab 4. HOL records in lower pane and select
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Holdings Records
A third option is to go to the
Record Manager in the
navigation pane and
right-click on the SYS60 library.
You will receive an option to
Load/Create a holdings
record.
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Holdings Records
All three options will create a holdings record which you can
then edit.
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Holdings Records
After selecting
the holdings record is displayed in the
upper pane. You may use standard cataloging menus and
function keys to edit the holdings record. The required fields
include the Leader (LDR), System number (004), LKR ,
008 (fixed field data) and 852 (location). The holdings record
must be edited to provide the mandatory subfields and indicators
in the 852 location field.
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Holdings Records
Subfield a of the 852 field is highly recommended, especially
for consortia. It is the MARC 21 Code for your library from the
MARC 21 Code List for Organizations (NUC Code).
Note: If you are working with a serial or multi-part holdings
record, be aware that the default for a new record is for a
monograph, therefore you must update the LDR and the 008
fields.
Once you have made the necessary edits to the record, save it
to the server by clicking on the
icon on the Catalog bar,
keying Ctrl+L or by going to the menu and selecting
Cataloging | Save on server and local drive.
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Holdings Records
To suppress display of a holdings record, use the status (STA)
field similarly to the bibliographic record (SUPPRESSED).
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Holdings Records
Typically all bibliographic records will have both holdings and
items records attached. Every item should be linked to a
holding record.
The purpose of this is twofold:
The link enables the system to automatically update the location
of items from the holdings records – the holdings record is the
“master” record.
An item can be flagged as having a temporary location in which
case its location will not be overridden by the holdings record.
The link also enables the system to automatically create a
summary holdings from the individual items.
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Item Records
The ALEPH Items node within the Cataloging module enables
you to add, modify and delete item records from the system.
Item records can also be created and modified in the Circulation
and Acquisitions/Serials modules, although the functionality for
item creation and update is limited.
Item records are required for circulation activities and serials
check-in. Each physical piece the library owns must have an
item record linked to its bibliographic record if it is going to be
circulated. For serials, item records are derived from the
holdings record (where the prediction pattern resides).
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Item Records
Item records can also be linked to holdings records, through
the Hol. Link field in the item record. If this link is present, the
holdings record is the master record for and manages the
location information of the item record. Modifying the holdings
record also modifies the location information in the item record.
Item records are linked to ADM (Administrative records), and
cannot exist without them. The ADM record number and a
sequence number identify each item.
Each item has a unique identifier in the barcode field.
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Item Records
Item records can be accessed through three different methods:
Type or wand in the barcode number in the Item bar
or use
to pull up a list of item records by call number
After conducting a search using the Find tab, select the Items
option
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Item Records
Through the Cataloging record manager in the navigation pane
after a bibliographic record has been displayed
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Item Records
Once an item record
has been located,
the item list will
appear in the upper
pane, with detailed
information displaying
in the lower pane.
You are able to make
changes and update
the item record.
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Item Records
To create a new item record, after pulling up a bibliographic
record in the catalog mode, right click on the ITEMS option
under the ADM record. Select the option to Load/Create Record.
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Item Records
The items list will appear in the upper pane. Select
to create a new item record.
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Item Records
Tabs 2-5 become active in the lower pane.
Tab 2. General Information (1) of the
item record:
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Item Records
Fields in tab 2. General Information (1) of the item record:
•Barcode (Mandatory): Type or scan in the barcode number.
Alternately, you can leave the field blank and the system will
automatically assign a number as soon as you click the refresh or
update button. Any barcode can be changed, but it must be unique.
•Sublibrary (Mandatory): Use the drop-down menu to select a
sublibrary.
•Collection: Use the drop-down menu to select a collection.
•Copy number: Enter the copy number if appropriate.
•Material type (Mandatory): Select the material type from the
drop-down menu. This material type affects the sorting of items
(books or serials).
•Hol. Link: If you’ve already created the holdings record, select the
number from the drop-down menu. TIP: If you select the holdings
record number as your first step and click refresh, many of the fields
will be populated automatically from the holdings record.
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Item Records
Fields in tab 2. General Information (1) of the item record (cont.):
•Call Number Type: Use the drop-down menu to select the call
number type.
•Call Number: Use the drop-down menu to select the call number.
•2nd Call Number Type/2nd Call Number: For use if your library system
uses a second call number.
•Item Status: Use the drop-down menu to select an item status
(values are based on tab15.eng)
•Item Process Status: Use the drop-down menu to select a processing
status if applicable (values are based on tab15.eng)
•85X Type/Linking Number: These fields are used with serials patterns.
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Item Records
Fields in tab 2. General Information (1) of the item record (cont.):
•Temporary Location: Click on the check box to allow changes on the
item record that will not be updated by the holdings record.
For example, to put an item on reserve, check this box and
change the collection. When the item is ready to go back to its
regular collection, uncheck the box and the holdings record will update
the item record when it is updated or refreshed.
•Enum. Level 1 (A)(V.): Used for sorting only, and does not display.
Enter first level of enumeration (volume).
•Enum. Level 2 (B): Used for sorting only, and does not display.
Enter the second level of enumeration (issue or part number)
•Description: Generally used for multi-volume works or media where
an individual item record is desirable for each piece.
This field displays in the web OPAC.
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Item Records
Tab 3. General Information (2) of the item record:
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Item Records
Fields in tab 3. General Information (2) of the item record:
•Inventory Number: You may leave blank, put in your accession
number, or depending on system set up, you may type in a number
or activate an automatic counter by typing “?” and the code of the
counter.
•Inventory Date: The date the inventory number is assigned.
•Last Invent. Report Date: The last date of the inventory report.
•Price: This may be completed by the system if the item record is
created from the order. Otherwise, enter price.
•Web OPAC note: The text entered here (up to 200 characters) will
appear in the web OPAC for the user to read.
•Circ. Note: The text entered here (up to 200 characters) will display
when an item is loaned or returned.
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Item Records
Fields in tab 3. General Information (2) of the item record (cont.):
•Internal Note: The text entered here (up to 200 characters) will
appear only on this form and is intended for library staff only.
•Order Number: If an item record is created within acquisitions, the
order number is entered by the system from the order record.
If not, click
will evoke the Order List index where you can choose
the correct order number.
•Invoice Key: If an invoice was created for this item in acquisitions,
you can click
to display the invoice list where you can choose the
correct invoice.
•Invoice Note: This is a read-only field. This note comes from the note
in the line item of the invoice.
•Statistic: Text or a code can be entered for statistical purposes.
•Remote Storage: The code of the facility where the item is located.
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Item Records
Tab 4. Serial Information of the item record:
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Item Records
Fields in tab 4. Serial Information of the item record:
•Subscription No.: The sequence number of the subscription in Serials
control. It is filled in automatically by the system if an item was
opened in Serials.
•Pages: The pages included in the issue.
•Description (mandatory for serials): This is the web OPAC display for
serial items.
•Issue Date: The date on which the issue was or is expected to be
published. It is automatically calculated by the system when issues
are opened in Serials.
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Item Records
Fields in tab 4. Serial Information of the item record (cont):
•Exp. Arrival Date: The expected date of arrival of the issue. It is
automatically calculated by the system when issues are opened in
Serials.
•Arrival Date: The actual date on which the item was received.
•Break Indicator: Used to indicate the reason for a break in the
enumeration and chronology of item records.
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Item Records
Tab 5. Serial Levels of the item record:
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Item Records
Tab 5. Serial Levels of the item record is used by the system
to sort individual volumes and issues correctly by enumeration
and chronology.
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Item Records
After the item record tabs have been updated, click
to update the record and check for errors. After errors
(if any were noted) have been corrected, click
to add
the item record.
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Item Records
Once you’ve updated the item record, tab 1. Item Display
and tab 6. HOL Links become active.
Tab 1. Item Display
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Item Records
Tab 6. HOL Links allows you to edit, create new, link or unlink
holdings records associated with the item record.
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Item Records
You are also able
to edit item
records through
the items list.
Highlight the item
you wish to alter
in the upper pane.
Make
the appropriate
changes in the
lower pane and
click
.
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Authority Control
Authority control is the use of authority records to create
consistency and a cross-reference structure in the names and
subjects used as access points in a bibliographic database.
For example, the OPAC searcher will find all works by Samuel
Clemens, also known as Mark Twain, listed under one header,
the preferred heading. An OPAC user who does a search for
“Clemens, Samuel” (the non-preferred heading) will find a
cross-reference to “Twain, Mark” (the preferred heading).
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Authority Control
In ALEPH, when a catalog record is sent to the server with a
non-preferred form of a heading, the system will automatically
update the non-preferred form to the preferred form.
However, a library may decide that it does not want its heading
automatically updated by the system.
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Offline Cataloging
The Offline Cataloging option enables you to work with the
Cataloging tab and catalog records without having a server
connection. You can access functions such as Tag Information
and Open Form that rely on data that has already been
downloaded onto your local PC. Other functions that rely on
the server, such as search field headings, checking the record
or the values entered in a form, are unavailable until the server
connection is restored.
Note that when working in offline cataloging mode, you must
save the records on your local drive. When the server connection
is restored, the cataloged records must be sent to the server for
the database update.
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Offline Cataloging
You can switch manually to the
offline cataloging mode by going
to the menu bar and selecting
Cataloging | Offline Cataloging.
To restore online cataloging,
select this option again.
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Systems Librarian
Many of the tables affecting cataloging are shared systemwide, as we are sharing a common bibliographic database.
There are two tables, however, that are locally (ADM)
controlled that affect work in the cataloging module:
•tab25.eng
•tab40.eng
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Systems Librarian
Tab25.eng defines the different material types used in your
library. The material type is included in the item record.
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Systems Librarian
Tab40.eng defines the various collections in your library. The
collection is also used in conjunction with the item records.
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