Polaris 4.1 Training - MBLN · MARC 21 Editor view • The first view of a bib record is the MARC 21 Editor view • The header shows each record’s unique control number, record

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Polaris 4.1 Training

Cataloging

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Editing Bibliographic Records 1

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• MARC 21 Editor view

• PAC and Statistics view

• Testing the record

• Authority Control

• MARC 21 Validation

• Duplication Detection

• The Provisional record

• Macros

• Diacritics

MARC 21 Editor view

• The first view of a bib record is the MARC 21 Editor view

• The header shows each record’s unique control number, record status and if it is displaying in the PAC

• Wizards are used to populate fixed field information

• When a variable tag, indicator or subfield is clicked on, Polaris displays a MARC field description at the bottom left corner of the MARC record

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Hint

The MARC format is checked

against a MARC 21 Validation

Table in System Administration

(Profiles/ Cataloging/

MARC Validation: Bibliographic.

This table can be edited to

include local tags Views

Tag Ind Subfields

MARC 21 Editor view

• To open a fixed field wizard, double click on the LDR, 006, 007 or 008

• Put the curser at the end of a field and use the Enter key to insert additional fields

• Highlight a field or multiple fields and use the Delete key to remove tags

• The first subfield delimiter is given automatically when the subfield is typed—use Ctrl/Q to add subsequent delimiters

Hint

Use the edit icons

or right mouse click

within a variable

field to edit the field

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MARC 21 Editor view

• Helpful charts can be found under Help/Polaris topics on the toolbar

• Search for Type of Material on the index tab

• Look for ‘MARC codes that determine’ and ‘PAC icons list’

• If a bib record has multiple TOMs defined, there is an order

of precedence that defines which icon will display in the PAC

Hint

Fix field coding is very important in Polaris. It

effects indexing and the icon that displays in

the PAC

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PAC and Statistics view

• The PAC view allows staff to see the bib record as a patron would in the PAC

• The Statistics view gives an overview of the number of connected items, holds and circulation statistics

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Testing the record

• Authority control – Checks headings against the authority data—authority records are linked if present or can be created

• MARC 21 validation – Checks against the MARC 21 tables in System Administration to verify accuracy (Profiles/Cataloging/MARC Validation: Bibliographic)

• Duplication detection – Checks against all bib data using the Bibliographic Deduplication rules in System Administration (Database Tables/Bibliographic Deduplication)

• These three can be run independently using the icons at the top of the workform or all at once each time a record is saved

• When a record is saved, it is given a final status

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Testing the record—Authority Control

• The Check Headings Assistant box will appear if the System

Administration profile (Profiles/Cataloging/Automated MARC

validations: Authority) has been set to yes

• To link headings, select the heading and click details

• In the Check Heading(s) Details box, staff can

• Link to an existing authority and adjust the usage of the bib and/or authority. • Create a new system generated authority record • Edit the bibliographic heading

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Testing the record—MARC 21 Validation

• The Check MARC 21 Format: Results box will appear if the System Administration profile (Profiles/Cataloging/Automated MARC validations: Bibliographic) has been set to yes

• The Edit Record button will allow the list of MARC errors to remain on the screen and corrections can be made

• The MARC 21 validation table in System Administration can be edited to validate local variable fields

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Testing the record—Duplication Detection

• Polaris uses a set of rules in System Administration to detect possible duplicates (Database Tables/Bibliographic Deduplication)

• These rules can be edited to fit the library’s needs

• When possible duplicate bib records are found, the Replace/Check for Duplicates dialog box will appear

• Double clicking on the suspected duplicate will open it for review

• One or multiple duplicates can be selected and the Replace All or Replace Selected button used

• Additional bib record can be found using the Add by searching icon—a forced replace can then take place

• The Bibliographic Overlay Retention Policy Table will be consulted regarding variable fields to protect in all records

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The Provisional record

• When a new record is created or brought in through Z39.50, it can be saved provisionally rather than final

• This allows staff to resave the record as final when the editing process is completed

• Provisional records are not ‘real records’ and are not indexed—the only way to find them is by their control number

• When working with an individual bib record go to File/Save Provisionally

• This stores the bib record without the three tests

• It will not display in PAC or allow items to be attached

• Imported records can also be saved provisional

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Macros

• Macros allow staff to insert repeated data quickly

• To record a macro:

• Right mouse click on a bib record and select Macros • Click the round blue button to begin recording on the Macros pop up box • Define a Name, Description and shortcut key in the Record Macro box—use any

combination of Ctrl or Ctrl/Shift with a number or letter • Carefully type the desired field/text string • Click the blue square when finished

• Staff can manage their own macros using the Edit button on the Macros pop up box

• They can also copy other staff member’s macros by using the Show All button on the Macros pop up box

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Diacritics

• To insert a diacritic, right-click on the bib record and select Diacritics from the context menu

• Place the cursor where the diacritic should be inserted or after the affected letter

• Select the correct graphic set, highlight the desired diacritic and click Insert

• Polaris stores, displays, and exports diacritics

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Adding bibliographic records to

your database 2

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• Z39.50

• Importing

• Profile Manager—creating import profiles

• Using an import profile—Express or Full import

• Import reports

• Original Cataloging

• Bibliographic templates

• Creating a new bibliographic record with a template

Z39.50

• Begin the search on the General tab of the Find Tool

• Staff can select the databases they would like to connect to on the Databases tab of the Find Tool

• Click on a result list to see the title(s) from the selected database

• Double click on a title to bring the record into the desktop for editing

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Profile Manager—creating import profiles

• Profile Manager allows staff to create and maintain needed import profiles

• To access Profile Manager, go to Utilities/Importing/Profile Manager

• Polaris is loaded with several read only profiles

• Import profiles are saved under individual user IDs

• Staff can right mouse click on a existing profile to copy it and then make necessary edits

• Staff can also click the New icon on the Profile Manager workform to create a new profile from scratch

• When setting up new import profiles, always keep the goal of the profile in mind—how do you want to handle the records?

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• Records are coming in as final

• The record owner is the system and they will display in the

PAC

• MARC validation is performed, but records will still be saved

as final—the import report will list MARC errors

• Authority control is performed, but new authority records are

not created—the import report will list unauthorized headings

• An example of how an import profile may look when bringing in fully cataloged bib records to clean up brief order records used in Acquisitions


• Duplication detection is being performed using the system bibliographic

deduplication rules in System Administration

• Encoding level restrictions are considered and if a suspected duplicate

is found, the incoming record will be saved as final, overlaying the brief

order record

• Every bib record in the database has an encoding level defined in the

LDR position 17

• No MARC tags are being protected

• Go to Help/Polaris Topics and search encoding level on the index tab for

a chart of values that allow or disallow overlay

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Hint

To customize the

deduplication rules go to

Database

Tables/Bibliographic

Deduplication)


• Records are coming in as final

• The record owner is the system and they will display in the PAC

• MARC validation is performed, but records will still be saved as final—

the import report will list MARC errors

• Authority control is performed, but new authority records are not

created—the import report will list unauthorized headings

• Duplication detection is being performed using profile defined rules

• If a suspected duplicate is found, the record is saved with a provisional

status and MARC tags are not protected

• MARC tags are being protected for records with a final status

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• An example of how an import profile may look when bringing in fully cataloged media records

Hint

Keeping MARC Tags

(Policy Tables/Bibliographic

Overlay Retention or profile

defined) will protect

variable fields in both the

record in the database and

the new incoming record


• When an import is done, all records can be added to a record set

• Defining record sets names on the Record Sets tab will give you

easy access to the group of records imported

• Choose a naming convention per profile that will identify the type

of import

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Using an import profile—Express or Full import

• To use an import profile, go to Utilities/Cataloging/Express or Full Import

• Staff must select the profile they would like to use

• Up to 100 files can be added to the import files box

• Express Import protects the profile as no changes can be made to it

• Full Import allows the staff member to edit the profile

on-the-fly

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Hint The default number of files that can be imported can be changed in System Administration. Go to Profiles/Cataloging/Maximum number of files to import

Using an import profile—Express or Full import

• Remember the default name of the record set

• To find the record set, go to Cataloging/Record sets and search for the defined name

• A date and time stamp are automatically added to the record set name to help identify the newly created record set

• Review the report following import

• Individual import reports and record sets will be created for each file imported

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Import reports

• To view the import report, go to Utilities/Importing/Import Jobs

Queue

• Double click the file to open the report in a PDF format

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Bibliographic templates

• Templates allow staff to make records quickly and consistently

• Polaris comes with a few predefined bibliographic templates (Cataloging/Templates/Bibliographic to see the existing list)

• Staff can copy existing templates to make their own (New/Copy Existing Work Form on a bib template)

• They can also save a bibliographic record as a template (File/Save as Template on a bib record) and clean up the new bib template

• Staff should create a template for every format where original cataloging is done

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Creating a new bibliographic record with a template

• Begin a new bib record by clicking on the New icon on the Polaris Shortcut Bar

• Select Bibliographic Record in the New pop up box

• Click the Existing Template radio button and select a template

• Click on OK

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Creating a new bibliographic record with a template

• Enter all desired data

• Delete any unused fields

• The name of the bib template used appears at the bottom of the workform

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Item records 3

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• Cataloging view

• Circulation view

• Source and Acquisitions view

• Notes and Notices view

• History view

• Item templates

• Creating new item records

• Ad hoc item bulk change

• Label Manager

Item records—Cataloging view

• The first view of an item record is the cataloging view

• A individual staff level profile can be set so that items always

open to this view for catalogers

• White fields can be edited gray cannot

• Bolded fields must be filled in to save the workform 28

Hint From the staff workform in System Administration, go to Profile/Staff Client/Default view selected when item record opened to set the cataloging view

Item records—Circulation view

• This view shows circulation information—for example, who the item is checked out to, the last borrower and date due

• Clicking on the enabled buttons will bring staff to the patron’s status record

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Item records—Source and Acquisitions view

• The Source and Acquisitions view will allow the cataloger to see

information such as funding, PO and invoice numbers, donor

information and statistics

• Many of the fields will be populated automatically if the item

came through the acquisitions process

• The First Available date field is the date that the first item

attached to the bib became available for check out

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Item records—Notes and Notices view

• This view of an item record holds various notes, notice information and blocks

• Catalogers can add a library assigned block or a free text block

• Both types of blocks will pop up whenever the item is

checked in or out

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Item record—History view

• The History view of an item record shows each time an item record was touched

• Information logged here includes User ID and workstation

• By default this history is saved for a year

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Hint The length of time the history is kept can be changed in System Administration. Go to Parameters/Cataloging/Item record history time threshold

Item templates

• To create a new item template, click on the New icon on the Polaris Shortcut Bar and select Item Template, click OK

• The naming convention is very important • A branch can be the owner of the template as access can then

be given to individual branches for their own templates • Fields that must be filled in include Name, Template owner,

Owner and Assigned branch, Collection, Material Type, Loan period, Fine code, Renewal limit, Home branch and Scheme

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Hint To retrieve and edit an existing item template, go to Cataloging/Templates/Item

Item templates

• A System Administration profile (Profiles/Cataloging/Default shelving scheme for new item records) determines the call number that will be used when new items are created unless a different shelving scheme has been chosen in the item template

• If an item template has ‘none’ in the shelving scheme, the call number in the New Item Record Options dialog box will be used

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• After the first template is

created, it can easily be

copied (click the New icon

on the Item Template/Copy

Existing Work Form) and

edits made

• Create an item template for

every branch, collection,

material type combination

that you catalog

Creating new item records

• From the bib record, click the Create Item Records icon

• The New Item Record Options box will appear

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• The call number hierarchy in System Administration (Database

Table/Item Create Call Number Hierarchy) will pull over the call number

from the bib record per the defined call number scheme set in System

Administration or the item template

• Verify that the call number is correct

• Add the price if desired

• Select the correct item templates from the template dropdown—any of

the defaults can be edited

• Verify the creation of the correct number of items for each branch

• Click OK to bulk create the items

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Hint Each piece of the call number can have its own subfield defined in the call number hierarchy


• When bulk create is completed, a list of item records will appear

• If only one item record was created, it will automatically open

• Open the first item for review and scan in a barcode if needed

• Staff can easily move through the list of items by going to

View/Previous (Ctrl/E) or Next (Ctrl/R) record

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Hint

Staff can scan in barcodes

or use system assigned

barcodes in the New Item

Record Options box

Add hoc item bulk change

• Catalogers can use the ad hoc item bulk change functionality to

edit existing items attached to a bib record

• It can also be used to update on-order items created in

acquisitions

• The item records do not need to be put in a record set

• Multiple changes can be made at one time

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Hint

To use ad hoc item bulk change, retrieve items

from the bib record, select items you would like

to change and right-mouse click to select

Ad hoc bulk change


• In this example, a statistical code will be assigned, the call

number will be pulled from the bib record per the Item create call

number hierarchy and a system assigned barcode range will

be applied

• The call number can also be typed in and barcodes scanned

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• A range of barcodes is added to the Item Barcode Range dialog box

• The Summary of Changes dialog box is reviewed

• The list of items must be refreshed to see the changes

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Label Manager

• To access Label Manager, go to Utilities/Label Manager on the Polaris Shortcut Bar

• A label request is automatically sent to Label Manager each time you create a new item record—this can be turned off in System Administration if needed (Profiles/Staff Client/Labels: automatically generate label for each item record created)

• Staff can also manually request a label using the label request

icons at the top of the item workform

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Label Manager

• Defaults can be set for Label Manager in System Administration (Profiles/Staff Client/Labels…), but each staff member can customize their own labels

• In Label Manager, go to Tools/Label Settings and Content—the types of labels used and what is mapped to each piece of a label can be controlled here

• Staff can set defaults (Cataloging/Options on the Polaris Shortcut bar) for the type of label you would like to use as well as the print method

• Custom labels can also be created

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Other cataloging topics 4

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• Record Sets

• Bulk change

• Item records

• Bibliographic records

• Deleting records

• Individually

• In bulk from a record set

• Cataloging reports

Record sets

• A record set is a subset of records in the database for a particular purpose—a list of records or for a bulk change

• Use the Settings tab on a Find Tool to create the record set--the record set can be opened immediately or retrieved later under Cataloging/Record Sets

• Record sets can also be created by multi-selecting items from a results list, right-mouse clicking and selecting Add to Record Set/New or Existing

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Record sets

• Record sets can be created for bib, item, authority and patron records

• They are a virtual grouping of records and a record can belong to any

number of record sets

• Staff can delete record sets upon demand or they can remain in the

database indefinitely

• Staff can also create a record set for:

• All the linked item records from a bib record set

• All the linked bib records from an item record set

• All the linked bibs from an authority record set

• All the linked authorities from a bib record set

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Bulk change—item records

• A record set can be created by clicking on the New icon on the Polaris Shortcut bar and selecting Record Set

• Records can be added to or deleted from a record set by using icons on the line item toolbar

• Click the Bulk Change icon at the top of the record set workform to perform a bulk change

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• In this example, items are being changed from missing to a withdrawn circulation status and the display in PAC is being turned off

• A default report name is defined

• An error record set can also be defined as a safeguard

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• After reviewing the Summary of Changes, click continue

• Staff will receive a confirmation that the change was completed successfully

• Review the report

• Open the record set and look for the changes

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Bulk change—bibliographic records

• Click the Bulk Change icon at the top of the record set workform

to perform a bulk change

• In this example, a 655 tag is being added

• Again, carefully review the Summary of Changes dialog box—

click continue when ready

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Bulk change—bibliographic records

• The bib bulk change is posted to the queue

• To watch the progression of the bulk change, go to Utilities/Cataloging Processing/Bibliographic Bulk Change Queue

• The job status will change from Pending to Competed

• Review the Log

• Open the record set and look for the changes

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Deleting records individually

• Work backwards when deleting records—from item(s), to bibliographic, to authority(s)

• Item records can be deleted individually using the Delete icon at the top of the workform

• Item records can also be multi-selected from the linked item records list and be deleted at once using the Delete icon at the top of the list

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Hint

Depending on settings in System Administration,

deleted item, bib and/or authority records may be

retained and undeleted


• When deleting multiple records, the Multiple Object Deletion dialog box appears

• If the boxes are checked, staff will receive a warning for: • Breakable links • Unbreakable links and other stopping conditions

• It is possible to suppress all warning messages by clearing the boxes, whether the links or other stopping conditions prevent the records from being deleted or not

• The ability to clear the check boxes is permissions protected

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Hint

Breakable link examples: if the item belongs to

a records set or has a patron fee attached.

Unbreakable link examples: if the item is

checked out or on hold


• When all attached item records have been deleted, the Last copy options dialog box will appear with the bibliographic record

• The bib record can be deleted, suppressed from the PAC or retained as is

• If after deleting the bib, there were attached authority records that will be orphaned, they will be shown and a decision to delete or retain them must be made

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Deleting records in bulk from a record set

• Item records attached to different bibs can be deleted in bulk from an item record set

• After highlighting the items to be deleted, click the Delete Selected Record icon on the line item toolbar

• The Multiple Object Deletion dialog box will appear

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Deleting records in bulk from a record set

• When all items attached to a bib are deleted, the Last copy options dialog box appears listing the bibs

• Choose to delete, suppress from the PAC or retain the bibs

• A record set with the default name of weeded can be opened and reviewed if desired

• If there are any orphaned authority records a Last record options dialog box appears listing the authority records

• Choose to delete or retain them

• A record set with a default name of weeded can be opened and reviewed if desired

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Cataloging reports

• Pre-written reports can be accessed under Utilities/Reports and Notices on the Polaris Shortcut bar

• After clicking on a report, staff may be asked for parameters and/or sort order

• The default form for the report is PDF, but they can also be exported to Excel by clicking the dropdown arrow next to the printer on the Polaris Reports window

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Documents

Polaris 4.1 Training - MBLN · MARC 21 Editor view • The first view of a bib record is the MARC 21 Editor view • The header shows each record’s unique control number, record