8/28/97Organization of Information in Collections OCLC Searching and Introduction to Description...

8/28/97 Organization of Information in Collections

OCLC Searching and Introduction to Description with

AACRIIUniversity of California, Berkeley

School of Information Management and Systems

SIMS 245: Organization of Information In Collections

8/28/97 Organization of Information in Collections

Review

• MARC

8/28/97 Organization of Information in Collections

Structure of MARC Records• 0XX = Control information, numbers, codes• 1XX = Main entry• 2XX = Titles, edition, imprint• 3XX = Physical description, etc.• 4XX = Series statements • 5XX = Notes • 6XX = Subject access fields• 7XX = Name, etc. added entries or series; linking• 8XX = Series added entries; holdings and locations• 9XX = Reserved for local implementation

8/28/97 Organization of Information in Collections

OCLC MARCOLUC da gilb,hydr Record 10 of 32 NO HOLDINGS IN UCB - 73 OTHER HOLDINGS OCLC: 4680933 Rec stat: c Entered: 19790222 Replaced: 19960515 Used: 19980821> Type: a ELvl: I Srce: Audn: Ctrl: Lang: eng BLvl: m Form: Conf: 0 Biog: MRec: Ctry: dcu Cont: GPub: f Fict: 0 Indx: 1 Desc: i Ills: ad Fest: 0 DtSt: s Dates: 1917, <> 1 010 gs17-387 <> 2 040 DLC $c COA $d OCL <> 3 050 QE75 $b .P9 no.105 <> 4 086 0 I 19.16:105 <> 5 090 $b <> 6 049 UCBB <> 7 100 1 Gilbert, Grove Karl, $d 1843-1918. <> 8 245 10 Hydraulic-mining d|ac|ebris in the Sierra Nevada / $c by Grove Karl Gilbert. <> 9 260 Washington : $b U.S. Gov't Print. Off., $c 1917. <> 10 300 154 p. : $b ill., maps, plates ; $c 29 cm. <> 11 410 20 Geological Survey (U.S.). $t Professional paper - United States Geological Survey ; $v no. 105 <> 12 500 At head of title: Department of the Interior. <> 13 500 Many of the plates printed on both sides of leaf. <> 14 650 0 Hydraulic mining. <> 15 650 0 Gold mines and mining $z Sierra Nevada (Calif. and Nev.) <

8/28/97 Organization of Information in Collections

Today

• OCLC Searching

• Introduction to AACRII

8/28/97 Organization of Information in Collections

Using OCLC to find MARC Records

• Logon to MELVYL• from any screen type start• from the database selection screen type oclc• at the enter prompt enter the Authorization

code xxx-xxx-xxx (use the real code as supplied in class

• at the password prompt, enter the password as supplied in class

8/28/97 Organization of Information in Collections

Searching

• Use derived keys directly

• Use “fin index search_value”

• For Authority searches– cho AF; SCAN– Use SCA with AF phrase indexes– Use derived keys with preceding ‘[‘

• Use “ret” to get out of REVISE mode

8/28/97 Organization of Information in Collections

OCLC search keys (Numeric)

• an = OCLC Number (OL or AF)

• bn = ISBN (OL or AF)

• cd = CODEN (OL)

• gn = Government Document Number (OL)

• ln = LC Control Number (LCCN) (OL or AF)

• mn = Music Publisher Number (OL)

• sn = ISSN (OL or AF)

8/28/97 Organization of Information in Collections

OCLC search keys (Derived)

• da = Derived Author/Title (OL)

• dc = Derived Corporate Name (OL)

• dn = Derived Name (AF)

• dp = Derived Personal Name (OL)

• ds = Derived Topical Term (AF)

• dt = Derived Title (OL or AF)

8/28/97 Organization of Information in Collections

Derived Keys Format

• TYPE FORMAT EXAMPLE

• Name/title 4,4 mitc,gone

• Title 3,2,2,1 lif,in,th,f

• Personal name 4,3,1 bach,joh,s

• Corporate Name* =4,3,1 =ener,off,o

• Conference Name =4,3,1 =high,ene,p

8/28/97 Organization of Information in Collections

OCLC Phrase Search Keys

• ti Title OL or AF

• pn Personal name AF

• co Corporate name AF

• cn Conference name AF

• su Subject AF

8/28/97 Organization of Information in Collections

OCLC Searches: examples

• fin ln 72-4519

• fin gn ga 11376109

• fin dt cat,of,th,m and yr 1980-81 and ft bks

• fin dp mich,jam,a and dt tal,of,th,s and yr 1946 and ft bks

• sca ti journal of the american med

8/28/97 Organization of Information in Collections

Limiting results

• set ft bks and yr 1985- and act

• gon,wi,th,w/1964– year : 1964– decade : 19xx– range : 1950-1960– open ranges : 1950- or -1950

8/28/97 Organization of Information in Collections

Copy Cataloging

• Find the best matching record on OCLC (or RLIN) to the item in hand.

• Make any corrections to existing record to match the item in hand

• “Produce” the new record.

8/28/97 Organization of Information in Collections

Homework

• Assignment 2 (OCLC searching) extended until next Monday

8/28/97 Organization of Information in Collections

Introduction to Description

• Description (or descriptive cataloging) is concerned with indentification of an item and recording information about the item so that it may be identified exactly and cannot be confused with another item. (From Wynar/Taylor)

8/28/97 Organization of Information in Collections

Structure of AACRII• Part I: Description

– Chap 1: General– Chap 2: Books, pamphlets and printed sheets– Chap 3: Cartographic Materials– Chap 4: Manuscripts– Chap 5: Music– Chap 6: Sound recordings– Chap 7: Motion Pictures and videorecordings– Chap 8: Graphic Materials– Chap 9: Computer Files– Chap 10: Three-Dimensional Artefacts and Realia– Chap 11: Microforms– Chap 12: Serials– Chap 13: Analysis

8/28/97 Organization of Information in Collections

Structure of AACRII

• Part II: Headings, Uniform Titles, and References– Chap 21: Choice of Access Points– Chap 22: Headings for persons– Chap 23: Geographic Names– Chap 24: Headings for Corporate Bodies – Chap 25: Uniform Titles– Chap 26: References

8/28/97 Organization of Information in Collections

Organization of the Description

• Title and statement of responsibility• Edition• Material specific details• Publication, distribution, etc.• Physical description• Series• Notes• Standard numbers and terms of availability

8/28/97 Organization of Information in Collections

Punctuation

• “Precede each area, other than the first, or each occurrence of a note or standard number, etc., area, by a full stop, space, dash, space unless the area begins a new paragraph.” 1.0B1

8/28/97 Organization of Information in Collections

Next Time

• AACR II Rules for description