ALEPH Version 22 Beginning Cataloging

Cataloging - Library Relations BIBLIOGRAPHIC RECORDS ITEM RECORDS HOLDING RECORDS

Cataloging – Screen Layout 1 2 3 4 1 – Address bar: information regarding the module, version and server 2 – Menu bar: Various menu options available for action 3 – Record bar: Search bar for bibliographic records using the Aleph System number 4 – Item bar: Search bar for item records using the system number, item barcode, or call number

Cataloging – Screen Layout Record icons Open new template Check record Overview tree Activate keyboard Split editor mode View in search Full screen Open Acquisitions record Save on server and local drive Close / Close all record(s)

Cataloging – Screen Layout Item icons Clear item Edit BIB record

Cataloging – Screen Layout Navigation pane Main Tab Root/Nodes Record manager

Cataloging – Screen Layout Upper and lower panes

Cataloging – Screen Layout Operations bar System Connection Quick launch other Aleph modules Other operations (Staff Permissions, language, library, printer and close all open modules)

Creating a New Bib Record Four means to create a new bibliographic record: Duplicate or copy another Aleph record Create new / create from template Import records OCLC loader

Creating a New Bib Record To copy another Aleph record, in the record tab with the record to be copied on the screen, go to the menu bar and select Cataloging | Duplicate Record (ctrl + N).

Creating a New Bib Record You are prompted to select to which library you wish to copy the record – in almost all cases this will be the bibliographic or ‘01’ library.

Creating a New Bib Record Notice a ‘New’ record is created, and you are able to make Any necessary edits to the record.

Creating a New Bib Record To create a new record or a new record from a template, on the menu bar select Cataloging | Open Template or New Record.

Creating a New Bib Record When selecting Open Template, you are presented with various template options, and the corresponding tags that will initially be included in the record.

Creating a New Bib Record After selecting the template you wish to begin with, a blank record is opened with corresponding tags.

Creating a New Bib Record To create a new record or a new record from a template, on the menu bar select Cataloging | Open Template or New Record.

Creating a New Bib Record When selecting the New Record option, the system will provide a prompt asking for the format type of the record.

Creating a New Bib Record When selecting the New Record option, the system will provide a prompt asking for the format type of the record.

Creating a New Bib Record Workforms are then presented to obtain information to Include in the LDR and 008 fields.

Creating a New Bib Record Finally, you are presented with a relatively blank slate to begin building the record.

Creating a New Bib Record A third option for creating new bibliographic records is to import them from another source, such as OCLC. With the Import Records node highlighted, input the file name, Select the convert procedure, and click ‘Convert.’

Creating a New Bib Record Once converted, the records can be selected (one by one or as a group) and pushed to the Edit Records node to be updated. Please see Importing and Cataloging an Item document for additional details.

Creating a New Bib Record Lastly, and perhaps most commonly, records can be exported directly from the OCLC Connexion client into Aleph. This requires some setup in the Connexion client n order to point to the appropriate Aleph server and port. Additional details can be found in the ‘Loader – How to Load Bib Records – Aug 2009’ document.

Creating a New Bib Record When records are exported directly to Aleph, many times additional editing must take place. These records can be found in Aleph, after the export, by using basic searching methods (binocular search). If you wish to locate the records before they’ve been indexed, you will want to make note of the records OCLC number and search via the direct index.

Creating a New Bib Record Once the record is located, push it to the Catalog for editing.

Editing a Bib Record Several methods exist for editing bibliographic records: Typing directly in the records Opening a workform Adding fields

Editing a Bib Record Editing can be done in any field (with the exception of the LDR and fixed fields) by simply typing over the text in the record.

Editing a Bib Record For several (but not all) fields, an option exists to open a workform/template to edit a particular field. To invoke the workform, highlight the tag number, go to the menu bar and select Edit Actions | Open Form (ctrl + F). NOTE: the workform method is the only way to edit the LDR and fixed fields.

Editing a Bib Record A template will display, with editable fields. After making any necessary changes, click OK to save.

Editing a Bib Record New fields and subfields can be added from the Edit Text option on the menu bar. Alternatively, while in the record you can press F5 to get a list of fields to add, F6 to get a blank field to manually add, or F7 to add a subfield.

Editing a Bib Record When choosing a field from the provided list, all the pertinent subfields are also added. When saving the record, any blank field/subfield will automatically be deleted.

Saving a Bib Record After any edits have been made, to save the record, click The save icon in the upper right, or on the menu bar select Cataloging | Save on Server and Local Drive. (ctrl + L)

Saving a Bib Record A dialog box displays verifying your decision to save the record in the catalog. Enter the ‘Cataloger Level’ as 00 and click ‘Continue.’

Saving a Bib Record The system will conduct checks against the record - if found errors are in green, they can be overriden.

Saving a Bib Record If any errors appear in red, they must be fixed before the record can be saved.

Holding Record The holding record contains specific location information regarding a particular item. Once the bibliographic record has been created, the holding record can be created.

Creating a Holding Record To create a holding record, either go to tab4 in the lower pane of the bibliographic record and click ‘Create’ or go to the record manager and right click on the holding (‘60) library and click ‘Load/Create Record.’

Creating a Holding Record When clicking ‘Create’ from tab4 in the lower pane, a holding record is created. The record can be highlighted, and then edited by clicking the ‘Edit’ button. Right clicking ODN60 in the record manager pane will create the holding record and automatically open it for editing.

Creating a Holding Record The holding record displays in the upper pane, and includes an LKR field that links it to the bibliographic record. Depending on the bib record, an 852 may or may not be automatically created. Additionally, if it is created, it may or may not contain appropriate item information.

Creating a Holding Record To add an 852 field, go to the menu bar and select Edit Text | New Field (choose from list), press F5 to get the List, or press F6 to get a blank tag that you can alter to 852.

Creating a Holding Record Once the 852 field is in place, highlight the tag number and On the menu bar select Edit Actions | Open Form (or press Ctrl + F).

Creating a Holding Record A workform is displayed with all applicable 852 subfields. Enter the appropriate information, and then click ‘OK.’ At Minimum, enter your NUC code in subfield a, your Sublibrary code in subfield b, and your collection code (from tab40.eng) in subfield c.

Saving a Holding Record After the holding record has been edited, save it by clicking the save icon, or go to the menu bar and select Cataloging | Save on Server and Local Drive (ctrl + L).

Saving a Holding Record A dialog box displays verifying your decision to save the Holding record in the catalog. Enter the ‘Cataloger Level’ as 00 and click ‘Continue.’

Saving a Holding Record The system will conduct checks against the record - if found errors are in green, they can be overriden; errors in red must be fixed before the record can be saved.

Creating an Item Record To add an item, in the Record Manager portion of the Navigation Pane, click on the + next to your ADM code, and double-click on ‘ITEMS.’

Creating an Item Record The items screen opens. Click ‘New’ on the right side of the screen to add a new item.

Creating an Item Record After clicking ‘New,’ the lower pane becomes active. Begin by selecting the previously created holding record in the Hol. Link field. Click ‘Refresh.’

Creating an Item Record Several fields will be populated from the holding record including Sublibrary, Collection and Call Number. Note the system also creates a temporary barcode.

Creating an Item Record The holding record is considered to be the ‘master’ record regarding certain item information. Provided the ‘Temporary Location’ box is *NOT* checked in tab 2 of the item record, the Sublibrary, Collection and Call Number will be controlled by the holding record.

Creating an Item Record Fill out the other fields as necessary. At minimum: Barcode: change the Barcode to reflect the barcode on the item Item Status: using the drop-down, select the appropriate item status Material Type: using the drop-down, select the appropriate material type

Creating an Item Record Other optional fields on tab 2. General Information (1) include: Item Process Status Copy Number Enum. Level 1 and 2 Description

Creating an Item Record Fields on tab 3. General Information (2) are optional.

Creating an Item Record Fields on tab 3. General Information (2) include: Inventory Number / Date / Last Report Date Statistic Remote Storage ID Price Open / Update Date OPAC Note Circ Note Internal Note Order Number Invoice Key Invoice Note

Creating an Item Record Fields on tab 4. Serial Information are optional. This tab is used in the case of serial items, and the fields are automatically populated when checking in items via the Serial node in Acquisitions.

Creating an Item Record Fields on tab 5. Serial Levels are optional. This tab is used in the case of serial items, and the fields are automatically populated when checking in items via the Serial node in Acquisitions.

Creating an Item Record After completing the required fields in the item, as well as any optional fields desired, click ‘Add’ to add the item.

Creating an Item Record If any required fields are missing, the system will respond with an error message.

Creating an Item Record Once the item is successfully added, it will appear in the upper pane.

Creating an Item Record Additionally, in the lower pane tab 6. HOL Links becomes active. This tab displays all holding records associated with the Bibliographic record, and the red check indicates which holding record is link to the item.

Working with Item Records An item can be duplicated via the action button in the upper pane.

Working with Item Records A new item is opened in the lower pane, and all fields, with the exception of Barcode, are duplicated.

Display Once the material has been fully added, the view in the Record manager details all associated records.

Editing Bib Records To locate a bib record to edit, enter the system number in the record bar… Or use the binocular search to locate an item, and ‘push’ it to cataloging

Editing Bib Records Once the bib record is displayed on the screen, make any edits necessary, and save the record to the server as discussed in the ‘Create Bib Records’ section.

Editing Holding Records To locate a holding record to edit, use tab 4 HOL Records From the bib record view and click ‘Edit’

Editing Holding Records Alternatively, in the Navigation Pane go to the Record Manager portion, click the + next to the holding library, and double-click on the holding record.

Editing Holding Records Once the holding record is displayed on the screen, make any edits necessary, and save the record to the server as discussed in the ‘Create Holding Records’ section.

Editing Item Records To locate an item record to edit, search for the barcode in the item bar… Or use the binocular search to locate an item, and ‘push’ it to items

Editing Item Records Make any necessary edits to the item in the lower pane, and click ‘Update’ to save the record.

Deleting Bib Records Bib records can be deleted in two ways. With the record displayed on the screen, on the menu bar select Edit Text | Delete Record From Server. Alternately, the shortcut key is Ctrl + R.

Deleting Bib Records The system runs a check to be certain no other records (holdings or items) are linked to the bib record. If other records exist, they must first be deleted before the bib record can be deleted.

Deleting Holding Records Holding records are deleted in the same manner as bib records. With the record displayed on the screen, on the menu bar select Edit Text | Delete Record From Server. Alternately, the shortcut key is Ctrl + R.

Deleting Bib Records The system runs a check to be certain no item records linked to the holding record. If items are linked to the Holding, they must either be deleted or unlinked (via tab6 of the item record) before the holding record can be deleted. Depending on system setup, it may be possible to override the error.

Deleting Item Records Item records can be deleted via the action button in the upper pane of the item view.

Total Delete If all associated records are to be deleted, the action can be accomplished via a Total Delete. With the BIB record displayed, go to the menu bar and select Record Manager | Total Delete. Note: It is recommended that before conducting the Total Delete that you first save the record to the server.

Total Delete The system will present you with a dialog box noting all records associated with the bib record that will be deleted by this action. Click ‘Override’ to complete the action.