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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 | MiscellaneousOnce 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.
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.
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.
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."
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.
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.
There are two options for deleting variable length fields.
If you decide that you need to reverse this action go to word Edit and click on Undo.
There are two methods that may be used to insert a new field.
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.
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.
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 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.
To save changes in a record do one of the following:
(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.
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
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