We will explore the following concepts:

1. Organization of data Introduction to the Voyager (GIL) record structure Introduction to MARC MARC record samples from GIL, the UC, and WorldCat MARC overview quicklist UNIT 3: Data organization & MARC You will with GIL… Click next to get started with this unit…. or go to the Menu to choose a different topic. In this unit, we will explore data organization and MARC. We will explore the following concepts: Let’s get started with the overview of data organization. Click next to start this unit.

2. Data about materials in libraries can be formatted in many different ways. Many libraries use electronic records to organize data. Some libraries use multiple hierarchical records to represent items in their libraries; others use a single approach. UGA uses the hierarchical approach to describe information about library materials. a bibliographical record (BIB record)to describe the item. a holdings record (MFHD) to describe the call number, location info, volumes owned, etc. In other words information needed to locate a volume in a library. an item record(sometimes referred to as a piece or barcode record) to represent each individual item associated with a title. Item records/barcodes are used to charge out (check out) materials. Unit3: Data organization & MARC: data overview Organization of data Organization of data Let’s see a real example!

3. Unit3: Data organization & MARC: the GIL Structure A view from the GIL OPAC } This is from the BIB record This is from the Holdings (MFHD) record. The call number, location, as well as other information (volumes, Folio, special notes, etc.) also display from the Holdings record. } This is from the Item record. Let’s start with the Bib record. Bib record is shorthand for bibliographic record. The Bib record is the descriptive part of the record and is coded in MARC.

4. Unit3: Data organization & MARC: record structure A view from the Cataloging module Note: the Bib. This is the bib record with its ID (number). } } } Holdingsrecords { The bib record.. Let’s explore the bib record and MARC.

5. Cataloging: MARC • MARC = Machine Readable Cataloging • MARC coding is used for bibliographic & holdings records Confused? Well, let’s see if we can remedy that.

6. Unit3: Data organization & MARC: MARC tutorial An example of a MARC field. MARC 1st indicator 2nd indicator 245 10Calm energy : ‡b how people regulate mood with food and exercise /‡c Robert E. Thayer. Delimiter Tags represent textual names They’re divided by hundreds: e.g., 100, etc. MARC Tag Ready to give it a try? Next up the MARC tutorial!

7. Unit3: Data organization & MARC: MARC tutorial MARC Do not proceed until you finish the MARC tutorial. You will need to close out the popup window when you finish the tutorial. MARC tutorial So, how does this fit together? Let’s take a look.

8. MOVIE HERE .

9. So what is that movie about? Information in libraries can be stored in a variety of formats. MARC was an attempt to take the information from the card and put it into a machine readable format MARC drives various databases and displays the information to us in a way that makes sense (hopefully!) We viewed the same record in the GIL technical module, Google Book Search, the UC, the OPAC, and worldcat.org Now let’s explore how it all fits together.

10. Voyager (GIL) Record structure Remember: A record for one title is made up of 3 parts: a bibliographical record (BIB record)coded in MARC to describe the item a holdings record (also know as the MARC Format Holdings Data or MFHDfor short)describes the call number, location info, volumes owned, etc. In other words, what we actually have on hand. an item record(sometimes referred to as a piece or barcode record) to represent each individual item associated with a title. Let’s take a look at some examples in more depth. We’ll focus on the bibliographic (Bib) information in the next slides: GIL OPAC (Online Public Access Catalog), the public interface of the Libraries’ Catalog GIL Technical/Cataloging Module, where work is done on the records by Cataloging staff including DBM Universal Catalog, which is a combined catalog showing all of the materials for libraries within the University of Georgia System WorldCat (OCLC), holdings from many libraries including UGA Unit3: Data organization & MARC: Examples

11. GIL OPAC brief view Unit3: Data organization & MARC: Examples The GIL OPAC brief view: Hot links will take the user to the author record, or browse by subjects. Here we see MARC fields: 100 field 245 250 (edition) 260 (publisher) 300 (description) and 6XX (subject headings).

12. GIL OPAC the technical view Unit3: Data organization & MARC: Examples By clicking on Technical view button in the OPAC, we see the full MARC record, including indicators and delimiters. MARC TAG (also the MARC field number) is the first 3 digits, e.g., 100 Indicators are the two following characters which affect indexing and filing by the computer. In this case the 245 14, tells the computer: The title is The broker, but begin index/filing at B for broker. In other words, skip 3 characters + 1(for the blank space) to find the first ‘real’ word. | is a delimiter which is a designator for the beginning of the field and is subcoded with a specific alpha character |c indicates statement of responsibility Next, the same record in the Cataloging (Technical) module.

13. UNIT 3: Data organization & MARC: Examples Cataloging/ Technical Module (GIL/Voyager) This is where the fixed field info resides and it is input via drop down menus Note: This view is very similar to the OPAC technical view except that we see the fixed field displayed differently, as well as toolbars and menus to make changes to the records. Note the Hierarchy button on the top menu. This button shows the holdings and item records associated with this bibliographic record. We will look at the Hierarchy in the next slide. Remember a bib record is just one part of the puzzle. The other two pieces are the holdings and item records. We’ll explore those in a minute. Let’s take a look at a serials record.

14. The GIL OPAC brief view Linking fields: 780 & 785 Note the Continues/Continued by fields. Let’s see this record in the Cataloging (technical) module.

15. Cataloging/ Technical Module Note: Note the 246 fields; these are for alternative titles and provide better access

16. Serial record, cont’d Note: 310 tells frequency Note: 362 is numbering information for the title as published DOES NOT reflect our holdings The holdings record reflects our holdings (i.e., what we own!) Linking fields: 780 & 785 Now that we’ve explored the bib record a little bit, let’s take a look at holdings.

17. USG’s Universal Catalog Record UNIT 3: Data organization & MARC: Examples In the UC (Universal Catalog) to which UGA Libraries contributes, we see the MARC record but there are no field values. Instead descriptive words are used to assist the user. Display of institutions is ranked in the UC. UGA is not first for books (hence, our name may not display first under institution). Institution Name, location, call number, comes from the Holdings record (MFHD). Bib record MFHD Now, let’s look at the MARC record in the public version of the UC.

18. Universal Catalog Record: technical view UNIT 3: Data organization & MARC: Examples Note: In the technical view of the UC, we see the MARC record and field values. However, this is the same record as in the previous screen.

19. Record in WorldCat (OCLC) UNIT 3: Data organization & MARC: Examples Here is the same record as it appears in the public version of WorldCat. Notice, we are pulling images and summary info from Baker & Taylor, a commercial vendor. Also, the formatting is just a little different. ..and a record in WorldCat (OCLC)

20. OCLC WorldCat (Tech mode) UNIT 3: Data organization & MARC: Examples Here is the same record as it appears in the technical version of WorldCat in the Cataloging Client. Notice, it appears very similar to the technical view in GIL. Next, a brief overview of MARC and then review

21. 010 Library of Congress Number (LCCN) 020 International Standard Book Number (ISBN) 022 International Standard Serial Number (ISSN) 035 System Control Number (OCLC Number) 040 Cataloging Source – Source of the record. Each 3 letter code represents a participating institution. 050 Library of Congress Call Number 082 Dewey Decimal Number (at least initial classification) 090 Locally input or member copy call number 1XX Main Entry (generally, the official name(s) of the person(s) who authored or edited it) 100 Personal name 110 Corporate name 111 Conference name 130 Uniform title 245 Title statement (title) & statement of responsibility (author) 246 Variant Title (Other forms of the title) 250 Edition Statement 260 Imprint (place of publication, publisher, and date of publication) 300 Physical Description (volume numbering, illustration, height, pagination, and some info about format (e.g., sound disc, etc.) 310 Current frequency (serials) 321 Former frequency (serials) 4xx/8xx Series Statements 500 General Notes 504 Bibliography 505 Contents Notes 6xx Subject Headings 7xx Added Entries 780/785 Preceding Entry/Succeeding Entry (serials) 9XX fields (Local, e.g., UGA) : 910 Inventory, Original Cataloged (UGA record/Cataloged at UGA), PromptCat (Vendor) records, or RECON (outsourced cataloging) 912/939 Order information 945 Copy cataloged by UGA 980/981 Acquisitions fields UNIT 3: Data organization & MARC: MARC overview quick list

22. UNIT 3 Review:Data organization & MARC We have learned a little about GIL (the Libraries’ catalog) both the OPAC (public view) and the Cataloging module. We have learned a little bit about the UC (Universal Catalog) which displays holdings from all USG (University System of Georgia) Libraries including UGA. We have learned a little bit about WorldCat (OCLC). We have learned a little bit about the Voyager (GIL) database structure. Remember you can review at anytime by clicking the MENU button. The next review screen has links to the tutorials and major concepts. Unit 4 covers the basics of searching in GIL.

23. UNIT 3 Review: Your turn Review & then take a Break if you need one! MARC tutorial LC call numbers quiz Review GIL record structure Review any of the tutorials or key points listed above. You can also return to the main menu to choose additional topics. In Unit 4, we will focus on searching in GIL. We we will see how the MARC formatted records fit into the Libraries catalog through searching the OPAC and the cataloging module. Use the next button to continue to Unit 4 or choose the Menu button for additional options.