1. Secrets of the MARC Code: Understanding the Cataloging Record
Intro
Terminology and how we use it
What kinds of information are in a MARC record?
Structure of a record
Secrets of the catalog
Ready? Click here
Robin Fay
Beth Thornton
By the time we finish, we hope that you understand a little more about MARC records, authority control, reading the Technical display of GIL, and perhaps a few deep, dark Secrets of the Cataloging. 1

2. Cataloging intro: what are we trying to do?
Cataloging attempts to organize materials & information in a logical and consistent way to facilitate ease of access… in other words so that we can find what we need!
Cataloging is sometimes referred to in terms of ‘aboutness’
Cataloging is metadata
Database Maintenance (DBM) is maintaining information through investigation and correction of records as needed
At UGA data about our materials is stored within GIL (Voyager), as well as other types of storage for data including the Ultimate databases (UGA Electronic Theses and Dissertations aka ETDs), DLG (Digital Library of Georgia) resources, etc.) as well as the shelflist card catalogs, spreadsheets, word documents, our previous catalog, GALIN; as well as outside catalogs, such as WorldCat (OCLC).
Next up a short movie. If you would like to skip the movie, click here.
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3. MOVIE HERE .
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4. 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, we’ll go through a little terminology and then we will look at the record structure.
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5. Cataloging: Terminology : Materials
Monograph
A bibliographic resource that is complete in one part or intended to be completed within a finite number of parts.
Serial
A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and series.
Integrating resource
A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.
Division of our world.
These materials come in many different formats: electronic, microfilm, etc.
Rules?!? Let’s take a brief look!
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6. Cataloging: Terminology : Codes, standards, & practices
AACR2 (stay tuned for RDA)
Our cataloging rules!
Guides us in how to approach cataloging types of materials. LC
We use LC (Library of Congress) call numbers for books, serials, and other materials. Examples of LC call numbers: QA2345.B , PR4156.R26 S
We frequently (but not always!) follow LC practice.
AACR2 = Anglo American cataloging rules. They tell us how to describe our material, and how to set up access points.
RDA = Resource Description and Access. Early 2009
LC = Library of Congress. We try to follow their practices (though that’s changing a bit).
We use LC subject headings and classification.
Authority control? Next up!
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7. Cataloging: Terminology : Codes, standards, & practices
Authority control
Ensuring consistency in various access points (names, subjects, series, etc.)
Authority control is providing an authorized/verfied form of names, corporations, series; information which usually appears in a 1xx, 4xx, 8xx, etc. in the MARC bib record.
Established form is represented by an authority record, which gathers together all the various forms of a name and tells us which one to use in our record.
MARCIVE is a service we use to help with this.
We use a service called MARCIVE to send out our bib records via a program and check the headings. MARCIVE checks the headings and sends us lists and reports to work on. The authorities librarian and others in Cataloging, do lots of work to ensure that what the computer program finds is correct.
Authority control is providing an authorized/verfied form of names, corporations,
series; information which usually appears in a 1xx, 4xx, 8xx, etc. in the MARC
bib record. We use a service called MARCIVE to send out our bib records via a program and check
the headings. MARCIVE checks the headings and sends us lists and reports to work on.
The authorities librarian and others in Cataloging, do lots of work to ensure that what
he computer program finds is correct.
…and the two big databases we use a lot...
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8. Cataloging: Terminology : The databases
OCLC (WorldCat)
OCLC is a cooperative cataloging database where we get records. We use records for copy cataloging (aka Acquired Cataloging) and we contribute records through original cataloging. OCLC records are used to display holdings (what we own) to other libraries so that we can share (ILL) resources.
Sharing records means that every library doesn’t have to keep cataloging the same thing over and over.
GIL
The Libraries online catalog is called GIL (Galileo Interconnected Libraries). The “front door” or public entrance is referred to as the OPAC. The technical module (Cataloging, Acquisitions, Serials) is where work IN the catalog occurs.
OCLC is a shared catalog so that everyone doesn’t have to keep cataloging the same
Thing over and over. The first person catalogs it and the next person can use that record.
So, what does this all mean? Let’s take a look.
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9. Cataloging: Record Structure
Information about our materials is formated in many different ways. We use electronic records (MARC records, Ultimate records, Finding aids on the web) as well as print records (indexes, card catalogs). We use a hierarchical approach to describe information about our library materials.
A record in GIL consists of 3 parts:
a bibliographical record (BIB record) to describe the title.
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. Material which has not been barcoded generally does not have an item record!
Mention that bib & holdings records are MARC formatted.
Let’s start with the building blocks, MARC.
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10. Cataloging: MARC MARC = Machine Readable Cataloging
MARC coding is used for bibliographic & holdings records
Confused? Well, let’s see if we can remedy that.
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11. Bib records display in the OPAC and tell you: The title (245)
Here are some common MARC fields for BIB records (the bibliographic aka descriptive part of the record).
xx = library shorthand for any field of that range, i.e., 1xx would include 100 (author) and 110 (corporate).
Bib records display in the OPAC and tell you:
The title (245)
The author(s), editor(s), corporate body (1xx)
Publishing info: date, place, publisher (260)
The physical description: size, illustrations, number of pages; type of media (300)
The frequency of publication for a serial (310/321)
Numbering for a serial (362)
Subject Headings (6xx)
Other information: uniform titles, title change info, etc.
We’ve provided you with a MARC record code cheatsheet (it’s linked under resources).
Let’s look at some examples.
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12. MARC An example of a MARC field.
1st indicator
2nd indicator
Calm 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
Now, we’ll see how that looks in the public view (OPAC) of the catalog.
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13. Cataloging: Bibliographic records
Here we see MARC fields:
100 field
245
250 (edition)
260 (publisher)
300 (description)
and 6XX (subject headings).
The GIL OPAC brief view for a monograph (book): Hot links will take the user to the author record, or browse by subjects.
Cataloging: Bibliographic records
However, if we want to see the field coding, we’ll need to click on the Technical Display.
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14. How does this look in the technical module? Let’s take a look.
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 , 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
How does this look in the technical module? Let’s take a look.
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15. 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 explore the Hierarchy more when we talk about holdings (MFHD) records.
Remember a bibliographic record is just one piece of the puzzle. The other parts are the holdings record and the item record.
We’ll explore those in detail in a minute.
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.
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16. The GIL OPAC brief view
Linking fields: 780 & 785
Now, let’s look at some serials records.
Note the Continues/continued by fields.
Note the Continues/Continued by fields. Let’s see this record in the Cataloging (technical) module.
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17. Cataloging/ Technical Module
Note all the alternative titles. Provides better access.
Note: Note the 246 fields; these are for alternative titles and provide better access
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18. 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!)
Note 310
362 – numbering information for the title AS PUBLISHED. This doesn’t reflect our
Holdings. It tells the story of the publication. For our holdings you look at the holdings
Record.
Note linking fields.
776 links to other formats
Note 910
Linking fields: 780 & 785
Now that we’ve explored the bib record a little bit, let’s take a look at holdings.
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19. Cataloging: Holdings records
Remember holdings records?
The bib record describes the title. Holdings records tell what we actually own. The bib record is at the top level; second is the holdings record; third is the item record.
Holdings records tell us
which volumes we own (of sets and serials)
how many copies we own
which locations (Griffin, Main, Science, Ga Room, etc.) own a particular title.
Special notes relating to a particular copy (accompanying media in book; Non-circulating, etc.) as well as staff instructions
Holdings records are also called MFHDs:
Marc Format Holdings Data
Let’s take a look at some holdings records.
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20. } Holdings records are also called MFHDs: Marc Format Holdings Data
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.
Holdings records are also called MFHDs:
Marc Format Holdings Data
In the technical (cataloging) module we can easily see the relationship between the bib, holding, and item record. Let’s take a look.
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21. Example of a monograph holdings record in the OPAC
This record has 3 holdings (MFHDs) attached.
Let’s expand the view to take a look at the hierarchy.
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22. The hierarchy in Cataloging module
This is the link to the bib record. Clicking on plus/minus symbols, expands the views but does not actually open the records.
The holdings record shows the call number, location, and the MFHD (holdings record) number. Clicking on the MFHD number, opens the holdings record up. 1 2 3
The item record linked to a MFHD shows the item type, copy (if any) and the item status
The Hierarchy: shows the relationship between the parts of the record (the bib record and its subrecords: holdings and item record). This record also has 3 holdings records.
In the next example, you’ll get a chance to interpret the hierarchy.
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23. …holdings records do we have? …item records? …locations? …copies?
How many
…holdings records do we have?
…item records?
…locations?
…copies?
Hint: Answers are on the next screen.
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24. ….holdings records do we have? 3 ….item records? 3
Main
Ga Room
How many
….holdings records do we have? 3
….item records? 3
….locations? 2 for the Main Stacks (Main K), 1 for Georgia Room
….copies? Two copies for Main Stacks, 1 copy for the Georgia Room.
Now, let’s explore the holding record in a little more depth.
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25. An example of a holdings (MFHD) record
Location: Corresponds to the permanent location in the item record
TR: M denotes that this a monographic set (parts issued as a whole) TR = Treatment M=Monograph
Shelving Prefix which is typed above the call number on the label
Locations 3
Information capturing volume number. This record will have 2 item records attached; one for each volume
MARC tag
Indicator
Holdings record are coded in MARC, too!
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26. Example of a serials holdings record
UGA has volumes of this serial in 2 locations.
A Serials record. Note in the hierarchy, we see 2 locations.
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27. Serial MFHDs ‡z
Serial MFHDS (holdings records) contain the same info as monographs, plus more!
We also use notes to other staff in the MFHD (x notes) or to the public (z notes)
Serial MFHDs contain same info as those for monos, plus some extra.
We use notes to ourselves. Note SSES note on ref mfhd, MARK note, so we know how
To designate the next issue that comes in .
Pattern fields.
The final piece of the puzzle is the item record. Let’s get started.
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28. Cataloging: Item records
Item records are commonly known as barcode records.
They contain information such as:
The barcode
The volume numbering
The copy number
Permanent location/Temporary location
Item status
Missing
Inprocess
Notes
In the next segment, we’ll explore problemsolving and the secrets of the catalog!
In the next segment, we’ll explore problemsolving and the secrets of the catalog!
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29. Cataloging: Is it wrong?
How to report an error.
Use the report an error link at the bottom of the record in the OPAC (preferable).
Make a printout from the Technical module or OPAC.
Please tell us why you are sending it to us. ;-)
What problems should I report?
Call number conflicts or a duplicate call numbers which do not have distinguishing copy or volume info
Diacritics problems
Duplicate records (provisional record for a title and also a cataloged record for a title)
Titles cataloged on the wrong record or classed incorrectly
Holdings errors for monographs or incorrect holdings records for serials*
*NOTE: Serials where holdings are reflected on the card in the serials catalog are not errors; Serials cataloging is working on these. Please do not report Serials which are lacking holdings unless there is no shelflist card.
Incorrect or missing copy information
The call number on the book does not match GIL
Larger patterns of discrepancies or dealing with a large volume of material should be approached as a project.
Do not report records where there are no holdings. For these, holdings may be found
In the serials catalog (example to follow). We are working on converting these holdings.
However, please do let us know if there are holdings there and those holdings are incorrect.
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30. Cataloging: Secrets
Did you know that not everything in the catalog displays in the OPAC?
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31. Cataloging: Secrets
Did you know that not all materials that we own are in the catalog?
In this case, the bib info is in the catalog, but there are no holdings.
In the beginning, serials were checked in on cards. Those cards still exist near Main Reference. Any serial cataloged before the early 1990s could have a card.
In this case, the bib info is in the catalog, but there are no holdings.
I put this example in so that I could tell you about the serials catalog. In the beginning,
We checked in serials on cards. Those cards still exist, upstairs. Any serial cataloged
Before the early 1990s could have a card upstairs. I’ll show you how to tell from the
record.
So in this case, if you went upstairs, you would find a card.
However, you can find out if cards are probable (or not!) from the record.
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32. Cataloging: Secrets
The stamp means the bib info in GIL has been verified.
An example of a serials card.
Our holdings are reflected here.
Here is the card. You can see we only have one issue of this serial. Hldgs have been
Recorded differently over the years; pencil vs. pen has different meanings; etc.
The stamp at the top
We call a superstamp. This means the bib info has been verified. Once we convert the
Holdings, we will pitch the card.
So the moral here is that if you are looking for an older serial title, and there are
no holdings In GIL….or even no record in GIL, check the serials catalog.
Now, let’s see how the record can help us.
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33. Cataloging: Secrets
How can you tell if a record in the catalog is…well…CATALOGED?
What about those serials shelflist cards?
910 NC = No Cards
CC = title was cataloged through PromptCat (outsourced cataloging)
CA can appear in a 910 or 945
CA = CAtaloged
PO/EO (with no CA in a record) = provisional record
Mention here 910 NC
Before 910 CA
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34. Cataloging: Secrets
Do you know how many conversions/migrations our data has been through?
At least 4 major ones: From MARVEL  GALIN  GIL  Unicode
If you see 6/1999 in the bib or MFHD record history in the technical module what does that mean?
1999 is when we migrated from GALIN. All records have 6/1999 in the history; but if a record ONLY has 6/1999 in the history, the record is in the same condition as it was prior to migration.
What does mean?
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35. Cataloging: Secrets
Did you know we put secret little notes in the catalog to help each other?
Did you know that we record our treatment decisions in the online catalog?
Do you know why sometimes when you search you do not always find the title in question, if it includes a preceding article (and, the, le, etc.)?
Treatment decisions: Frequently books come out in series. Sometimes these series are
Numbered. We have several options for cataloging a numbered series and the books
In it. In other words, there are several ways we can treat it. So the first time we get a
Particular one in the library, we make a decision, and record it in an authority record, so
That we remember what we decided when the next one comes in.
How can this help you? If you are looking for a book in a numbered series, and don’t
See it, search the series. We may have it cataloged but not each individual thing in it.
Provisional records sometimes do not have correct indicators for indexing. The title indicator is a common missing indicator in older provisional records.
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36. Cataloging: Secrets What is the shelflist in the basement for?
It houses shelflist cards for pre1995 materials which have not been inventoried. It also houses shelflist cards for special categories of materials (reading for pleasure, microfiche, withdrawn items, associated research facilities (branch libraries) as well as other shelflists.
What is Medium Rare?
Medium Rare: Materials in the UGA Libraries collection which are published before 1870, which are quasi-rare (non-circulating yet reside in the stacks.
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37. Cataloging: Secrets What does INV in a bib record 910 mean?
It is code indicating that someone in the Cataloging Department had the volume in hand, pulled the shelflist card, and verified that the information in GIL was correct.
What does “No information available” mean in the OPAC?
No item record(s)/barcode(s).
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38. Cataloging: Live search demo
Now, let’s search in the Technical module.
Open GIL QC (Go to Programs  Voyager  GIL QC).
If you need the password, Robin,
Click here to Robin
Use your Searching handout (see Resources) or just give it a try.
The default search in the builder search is OR (any of these). You may want to change that. ;-)
GIL will stop at 10,000 hits, but you can’t stop it before then!
Brief demo of Keyword and builder search. Talk about the history. Refer to handouts for more help.
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39. Cataloging: Resources
The Cataloging webpage includes online resources, the GIL Cataloging/Technical Module Tutorial, and the Policy & Procedures Manual (P+P)
Bib Formats – available online for free: MARC, MARC and more MARC
Handouts from this session including MARC cheatsheet, Glossary, and getting started searching in the GIL technical module
Questions?
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