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Home > Minerva > Cataloging > Millennium >Attaching Holdings

Attaching Holdings to Existing Minerva Bib Records

Starting with basics | Opening | Checking settings | Prepare item record templates | Searching for biblio records | Attaching holdings | View a record in public catalog | Deleting records | Importing records | Adding original record | Creating new biblio record | Miscellaneous

Once you have selected a bib record in the Minerva database that matches the item being cataloged there are certain steps that need to be followed. It is important that you carefully compare the material you are cataloging with the record.

Editing the first fixed field

At the beginning of each bib record is a field composed of small white boxes. To the left of each of these is a shaded box containing an identifying word describing the data to be entered. Because the number of characters to be entered in each area is limited to a specific number this is called a fixed length field.

fixed length field

  1. LANG identifies the first area. This section indicates the language of the item. The three letter code “eng” is used if the material is in English. To see a choice of other language codes double click on the white box.
  2. Next is CAT DATE The date an item was cataloged appears here. This field should not be edited when you are attaching to an existing record. If there is no date entered please leave it blank.
  3. (Note: Because 929 is a non-standard MARC tag it will be in red.) INITIALS area contains the symbol of the library that added the bib record to the system. The default is a hyphen. Libraries assigned a single letter or number code should enter it here. For a list of these codes double click on the space. Libraries not assigned codes leave the default hyphen in place and need to add a 929 field with their three letter location.
  4. The SKIP indicates the number of characters represented by articles (“a,” “an” and “the”) plus one space which the system will disregard when searching the 245 field. This number should match the second indicator following the 245 tag in the bib record.
  5. (Note: If the Mat Type is wrong change it to the correct code even if other libraries are already attached to the record.) MAT TYPE is an extremely important area. The code in this field allows users of Minerva to limit their search by the kind of material they would like to borrow, e.g. video recording, print material, etc. Double click on the space for a list of codes. When bib records for non-print material are imported into the system a hyphen appears as a default. This needs to be changed to match the general material designation (gmd) in the 245 field.
  6. A code for the place of publication or distribution is entered in the CTRY area. Each U.S. state has its own code. A list of the codes appears when you double click on the space.
  7. (Note: The cataloger cannot arrange these codes in alphabetic order.) The three letter location code of the library or libraries with holdings attached is entered in the LOCATION area. The first library to add a location code to a record may type directly into the white space next to the word Location in the fixed field area at the top of the bib record. When the word “Multi” is displayed click on Location. A window will open with a blank line under the code of the last library listed. Select Add Location. Be sure the cursor is in the blank space and enter the library’s 3 letter code; click OK to close the window. To remove a location place the cursor in the field with the 3 letter code to be deleted and click on Remove Location.
    Add and remove location
  8. INPUT LIB is the second area that identifies the library importing or creating a record. Follow the directions in the steps under Initials to enter your library’s code.

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Expanding and editing the MARC Leader

The MARC leader is directly below the fixed field we have just reviewed. Insert the cursor in this field, right click and select Expand field or key Ctrl and the letter "r" to open this field. Only areas in white may be changed. Double click on these spaces to see the options for each area.

MARC leader

Other fixed fields that may need editing are 006, 007 and 008 fields. To view the information in these fields right click on the mouse and select Expand field or key Ctrl and the letter "r". Edit as described above. Corrections may also be made by typing over or deleting letters or numbers. To close these fields either Save; right click and select Collapse field or key Control and the letter "r."

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Inserting a 007 field

The 007 field is required for all non-book material. Because it is a fixed field, similar to the 008 field, there are some specific steps to follow when adding an 007 field to a record.

  1. First check the MAT TYPE to be sure it matches the material being cataloged.
  2. Open the MARC Leader and verify that the REC TYPE also matches the material being cataloged. Be sure to save any changes to the bib records
    Verify REC TYPE matches material
  3. Place your cursor at the field preceding the 008 field; key Enter and tab. Add 007 as the tag and Save without adding text.
  4. Expand the new 007 field. It will only include two areas, Mat Catg and Spec Mat. Double click on the white space and select the correct code for each area. Usually Spec Mat is "z" for other. Save your work.
    Mat catg and spec mat highlighted
    Expand the 007 again and you will see that field now contains additional options. Complete and edit as would the 008 field.
    Field 007 with more options

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Modifying other fields

The other fields in the bib record are considered variable length fields because their size is not limited to specific numbers of characters. Editing a variable length field is similar to working on a Word document. Place the cursor in the field to be edited using the insert mode and change or delete information in the same manner as when word processing. Save the changes. Insert text by using the Copy/Paste command under Edit or keying Ctrl and the letter "c" to copy and Ctrl and the letter "v" to paste. In overwrite mode, the cursor will be block shaped and any text you type will overwrite existing text.

A field may be divided into parts by subfield codes preceded by a symbol called a delimiter. To insert a delimiter key shift and the key with back slash and a symbol resembling a vertical pipe.

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Deleting a variable length field

There are two options for deleting variable length fields.

  1. Highlight the entire field, including the MARC tag and indicators, and key delete. One advantage to this method is that multiple fields may be deleted at one time.
  2. The other method is to place the cursor within the field. Right click the mouse and select Delete field from the drop down menu or key Ctrl and letter "d."

If you decide that you need to reverse this action go to word Edit and click on Undo.

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Inserting a new variable length field

There are two methods that may be used to insert a new field.

  1. Place the cursor at the end of the field that will precede the one to be inserted. Key enter and tab. Insert the tag number and indicators and tab. Insert the text and Save. This is the easiest method.
  2. You may also select Insert field from the drop down menu that displays with a right click on the mouse. A narrow window opens; scroll down the options on the left; click and enter information in the window and click OK.

You will find entering the tags and indicators works differently than inserting information in a field. If incorrect numbers are entered they will be in red. If the cursor is set at insert, text already present in the field will move forward. Practice makes editing in the area easier. Do not change the question mark that will appear at the far left of the newly inserted field. Move your cursor to another field or save your work and the system will automatically change the question mark to the correct code.

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Verifying a heading

It is very important that the form of a name or a subject heading be correct. The Library of Congress has established the form of entry of many personal and corporate names as well as subject headings. Millennium uses Library of Congress subject headings and medical headings known as MeSH. To verify that a single heading in a bib record is correct place the cursor in the field where the heading is located; right click the mouse. Select Verify heading from the drop down menu.

Choose verify heading from the drop down menu

A list will appear including the heading being verified. If there is an authority file record double click on the entry. A window will appear offering an opportunity to replace the existing heading with the correct form. Click OK at the bottom of the window and the heading in the record will automatically be changed. This process changes the heading only. MARC tags and indicators must be changed manually.

To verify all headings in the bib record, click on the Verify heading icon. The search results are based on entries already in Minerva including Library of Congress Authority records.

Click the verify icon

Click on the word Tools at the top of the screen and select Explain Verification Codes for information about the letters that appear to the far left.

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Saving an edit

To save changes in a record do one of the following:

  1. Click the Save icon at the top of the screen or
  2. Key Ctrl and the letter "s"or
  3. Click on File at the top left of the screen or right click on the mouse and select Save.
 

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Adding an item record

(Note: To return to the bib record click on the Edit icon located at the top right side of the screen. Click the Summary icon at the top of the bib record to return to the item record screen.)

The system may take you to the summary screen the first time you save an edit to a bib record. This is an automatic prompt to add an item record. If other libraries are attached, the summary screen will display a list of all the item records already attached to that record.

Summary screen when adding or editing an item record

If no item record are attached to a bib “all All” may appear on the left side of the screen under the Summary tab. Click here and select Item record from the drop down menu. Next, click on Attach new record. A window will open with a choice of item record templates. Select the appropriate template and complete the item record that opens. Be sure to save your work before you close the record.

Go to the previous section Using a template for directions if your item record template does not appear in the list of choicesl

Select the correct template for the item record

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Next: View a record in public catalog