Koha-Library-Management-System/C2/Cataloging/English

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Topic: Cataloging

Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords: cataloging, library staff, add marc record, industrial microbiology, barcode, isbn number


Visual Cue
Narration
Slide 1

Title Slide

Welcome to the Spoken Tutorial on Cataloging
Slide Number 2

Learning Objectives

In this tutorial we will learn how to do Cataloging in Koha.
Slide Number 3

System Requirement

To record this tutorial, I am using
  • Ubuntu Linux OS 16.04
  • Koha version 16.05
* Slide 4a
  • Pre-requisites
To follow this tutorial, you should have knowledge of Library Science.
Slide 4b

Pre-requisites

To practice this tutorial,
  • You should have Koha installed on your system.
  • You should also have Admin access in Koha.
  • If not, please refer to the Koha Spoken Tutorial series on this website.
Narration only Let us begin.

Let me switch to the Koha interface.


Log in with Library Staff username Samruddhi

Narration only Recall, we had given her Cataloging rights in an earlier tutorial.
Show Assignment Slide Also recall, we had an assignment of adding-
  • a Book and
  • a Serial

to our Library in one of the earlier tutorials.

Show interface We are now inside the Koha interface as Library Staff: Samruddhi
On Home page, click on the link for Cataloging On the Home page, click on Cataloging.
A new page opens A new page opens.
Click on the tab +New record To start a new record, click on the tab plus New record.
From the dropdown menu select BOOKS From the dropdown, I will select BOOKS.


The selection depends upon the ITEM type created in one of the earlier tutorials.

Narration only However, you may select as per the Item Type that you had created.
A new page >>Add MARC record opens up A new page with the title Add MARC record opens up.
Cursor on red colored asterisk Note that it is mandatory to fill the fields marked in red colored asterisk on this page.
Click on fields marked with red colored asterisk Interestingly, Koha auto-generates values for a few mandatory fields.
Cursor on tabs 0 to 9, Among the range of tabs from 0 to 9, we will start with tab zero.
Click inside the field for 000, Leader.

Cursor on nam a22 7a 4500

Click inside the field for 000, LEADER.

By default Koha shows this value- nam a22 7a 4500

Narration Only I will leave the field for 001 CONTROL NUMBER as blank.
Cursor on 003 CONTROL NUMBER IDENTIFIER >> Cursor on OSt When 003 CONTROL NUMBER IDENTIFIER is clicked, Koha auto-generates this value OSt.
Click in the field for 005 DATE AND TIME OF LATEST TRANSACTION

Cursor on the value 20180820170204.0

Next, click inside the field for 005 DATE AND TIME OF LATEST TRANSACTION.

Koha auto-generates this value for my machine.

You will see a different value on your machine.

Narration Only I will leave the fields for 006 and 007 as blank.
Cursor on 180820b xxu।।।।। ।।।। 00। 0 eng d Now click 008 FIXED-LENGTH DATA ELEMENTS GENERAL INFORMATION.

Koha auto generates this value.

Narration Only I will skip the rest of the fields for this demo.

You may consider filling these fields as per the requirement of your library.

Next, go to tab 020 INTERNATIONAL STANDARD BOOK NUMBER. Next, go to the tab 020 INTERNATIONAL STANDARD BOOK NUMBER.
Cursor on two blank boxes adjacent to 020 ? Locate the two blank boxes adjacent to 020
Cursor on MARC 21 Bibliographic format

Cursor on 020

Note that if you click on the ? (question mark) then-
  • the entire MARC 21 Bibliographic format for the respective tag opens up.
  • Here, both the indicators are undefined
Cursor on the two blank boxes So, I will leave the two blank boxes as they are.
In the subfield ‘a’, I will type a thirteen digit number:978-0321929150 Locate the subfield ‘a’ INTERNATIONAL STANDARD BOOK NUMBER

Now enter a 13-digit number here: 978-0321929150

You may enter the ISBN number of your book here.

Narration Only

Click on the small button towards the right side of International Standard Book Number

Cursor on Repeat this Tag.

So what if more than one ISBN number has to be added?

Locate the small button-

Repeat this Tag on the right side of International Standard Book Number.

Then, click on it.

Cursor on duplicate field A duplicate field will be created to add the second ISBN number.
Put the 10-digit ISBN Now enter the 10-digit ISBN number in the duplicate field.

I will enter this.

You may enter the ISBN of your book.

Cursor on 040 CATALOGING SOURCE

Cursor on ‘c’ Transcribing agency


Enter IIT Bombay

Next, come to the tab 040 CATALOGING SOURCE
  • The subfield ‘c’ Transcribing agency has a red asterisk.
  • Hence, it is mandatory to fill this field.
  • Type the name of the Institute/University or the Department here.
  • I will type IIT Bombay.
Cursor on 082 DEWEY DECIMAL CLASSIFICATION NUMBER

Cursor on ‘a’ Classification number

Enter 660.62

Now come to the tab 082 DEWEY DECIMAL CLASSIFICATION NUMBER.

In the subfield ‘a’ Classification number enter 660.62

Cursor on tabs from 0 to 9 >> Click in tab 1 Next, go to the top of the page and from the tabs 0 to 9, click on the tab 1
Show new page

Go to 100 a:MAIN ENTRY--PERSONAL NAME* Locate the two blank boxes adjacent to 100 ?

On the new page that opens
  • Go to the tab 100 MAIN ENTRY--PERSONAL NAME
  • Locate the two blank boxes adjacent to 100 ? (question mark)
  • As mentioned earlier if you click on the ? (question mark)
  • then the entire MARC 21 Bibliographic format for the respective tag opens up.
Narration only Let us go back to the Koha interface
Type 1 in the first blank box. Now, type 1 in the first blank box.
Narration only

For Point 1 & 2-- Cursor on the first blank box

For Point 3-- Cursor on the second blank box

Note that:


  1. 1 is the first indicator of tag 100
  2. and it represents the Surname for the subfield ‘a’
  3. 2nd indicator is undefined by MARC 21, so we will leave it blank.
In the subfield ‘a’ Personal name- enter the Author’s name
  • Patel, Arvind H. in the field provided.
In the subfield ‘a' Personal name- enter the Author’s name


I will type Patel, Arvind H.

Note that: If you put first indicator value as 1 then only the surname comes first.


Hence, based on indicator value, surname or forename should be entered.

Cursor on tabs from 0 to 9 >> click on tab 2 Next, go to the top again and among the tabs from 0 to 9, click on the tab 2
Go to the tab 245 TITLE STATEMENT: Then go to the tab 245 TITLE STATEMENT:
Locate the two blank boxes adjacent to 245 ? Locate the two blank boxes adjacent to 245 ?
Type 1 in the first blank box.

Cursor on first blank box

Type 0 in the 2nd blank box

Cursor on 2nd blank box

Enter value 0 in the 2nd blank box

Type 1 in the first blank box.

Note that: 1 is the indicator for Added Entry.


Type 0 in the 2nd blank box.

2nd indicator represents a nonfiling character.

I have entered 0, as under this TITLE: there is no nonfiling character.

In the subfield ‘a’ Title enter: Industrial Microbiology
  • In the subfield ‘a’ Title enter: Industrial Microbiology
  • In the subfield ‘c’ Statement of responsibility, etc type: Arvind H Patel
Go to 250 EDITION STATEMENT Next, locate the tab 250 EDITION STATEMENT.
Cursor the two blank boxes adjacent to 250? Locate the two blank boxes adjacent to 250?

Both the indicators for 250 are undefined.

So I will leave the two blank boxes as they are.

In the subfield ‘a’ Edition statement enter 12th Edition Fill in the following details for sub-field ‘a’ Edition statement, enter: 12th ed.
Go to 260 PUBLICATION, DISTRIBUTION, ETC. Now, go to 260 PUBLICATION, DISTRIBUTION, ETC.
Cursor on the two blank boxes adjacent to 260?

Cursor on Both the indicators

Locate the two blank boxes adjacent to 260 ?

Both the indicators for this are undefined.

So I will leave the two blank boxes as they are.

  • In the subfield ‘b’ Name of publisher, distributor, etc, enter Pearson
  • In the subfield ‘c’ Date of publication, distribution, etc, enter Dec 31, 2014,
Fill in the following details for-
  1. Subfield ‘a’ Place of publication, distribution, etc, enter New Delhi.
  1. In the subfield ‘b’ Name of publisher, distributor, etc, enter Pearson.
  1. In the subfield ‘c’ Date of publication, distribution, etc, enter 2014.
Cursor on tabs from 0 to 9 >> Click on tab 3 Now, go back to the top again and from the tabs 0 to 9, click on the tab 3
Now, go to 300 PHYSICAL DESCRIPTION Now, go to 300 PHYSICAL DESCRIPTION
Cursor on the two blank boxes adjacent to 300?


Cursor on Both the indicators

Locate the two blank boxes adjacent to 300?

Both the indicators for this are undefined.

So I will leave the two blank boxes as they are.

Fill in the following details as follows-
  • Subfield ‘a’ Extent- Enter 960 pages
  • For subfield ‘b’ Other physical details- Enter Illustration
  • In the subfield ‘c’, Dimensions- Enter 25 cm
Fill in the following details in the-
  • Subfield ‘a’ Extent- Enter 960 pages
  • For subfield ‘b’ Other physical details- Enter Illustration
  • In the subfield ‘c’, Dimensions- Enter 25 cm
Cursor on tabs from 0 to 9 >> Click in tab 6 Next, go to the top again and from the tabs 0 to 9, click on 6
Cursor on 650 SUBJECT ADDED ENTRY--TOPICAL TERM Now, go to the tab 650 SUBJECT ADDED ENTRY--TOPICAL TERM
Locate the two blank boxes adjacent to 650 ?

Type 1 in the first blank box.

Cursor on 1

Type 0 in the second blank box.

Cursor on 0

  • Locate the two blank boxes adjacent to 650
  • Type 1 in the first blank box.
  • Note that: 1 is the indicator for Primary (Level of subject)
  • Type 0 in the second blank box.
  • Note that 0 is the indicator for Library of Congress Subject Headings (Thesaurus)
In the subfield ‘a’ Topical term or geographic name entry element type,subject heading as Industrial Microbiology In the subfield ‘a’ Topical term or geographic name entry element type, subject heading

I will type Industrial Microbiology.

Click on the small button: Repeat this Tag


In case, more than one keyword has to be added then, as explained earlier, click on the small button Repeat this Tag.
Cursor on 650 A duplicate field 650 opens
Type 2 in the first blank box

Type 0 in the second blank box.

  • Type 2 in the first blank box.
  • Note that 2 is the indicator for Secondary (Level of Subject).
  • Keep 0 in the second blank box as it is.
  • Note that 0 is the indicator for Library of Congress Subject Headings (Thesaurus).
Cursor on ‘a’ Topical term or geographic name entry element

Enter the keyword: Bacteria

In the subfield ‘a’ Topical term or geographic name entry element, enter the keyword as Bacteria.
Go to tab 9 Lastly, go to the top, from the tabs 0 to 9, and click on the tab 9
Cursor on 942 ADDED ENTRY ELEMENTS (KOHA) Go to tag 942 ADDED ENTRY ELEMENTS (KOHA)
In the field c: Koha item type <from the drop down select- Book> In the subfield ‘c’: Koha [default] item type, select- Book from the drop-down.
Show the Koha interface with Book and Serial added as Item Type Note that-

You will be able to select Book from the drop down only if you have completed the assignment as mentioned earlier in this tutorial.

Click on Save After filling in all the details, click on Save at the corner of the page.
Cursor on Items for Industrial Microbiology

by Patel, Arvind H.

A new page opens with the title Items for Industrial Microbiology by Patel, Arvind H.
Cursor on Add item opens

Cursor on:

  • location of the item (home branch),
  • cost of the item,
  • barcode,
Under the section Add item

Here, we are prompted to fill details like-

  • Date acquired
  • Source of acquisition
  • Cost, normal purchase price,
  • Barcode as accession number ,
  • Cost, replacement price etc.
Click inside the field for Date acquired Click inside the field for Date acquired to auto-select the date.

However, note that the date is editable.

Cursor on various fields under the section Add item

0 - Withdrawn status: I will leave it blank

2- Source of classification or shelving scheme

Select Dewey Decimal Classification

3- Materials specified (bound volume or other part): Leave blank

a - Permanent location: Spoken Tutorial Library

b - Current location: Spoken Tutorial Library

d - Date acquired: 2017-05-05

e - Source of acquisition: Vendor name- Powai Book Agency

f - Coded location qualifier- blank

g - Cost, normal purchase price: Rs 1000

h - Serial Enumeration / chronology: Leave it blank

i - Inventory number: Leave it blank

j - Shelving control number- Leave it blank

o - Full call number- 660.62 PAT

p - Barcode-00001

t - Copy number-10

u - Uniform Resource Identifier- Leave blank

v - Cost, replacement price- 1200

w - Price effective from-05/5/2017

x - Non-public note- Leave blank

y - Koha item type: Books

z - Public note: Leave blank

I have filled in the details as per my Library.

You may pause the video and fill the details as per your Library.


If you do not have information for a particular field, then leave it blank.

Highlight
  • Permanent location
  • Current location
  • Full call number and
  • Koha item type
Remember that by default Koha fills in the details for
  • Permanent location
  • Current location
  • Full call number and
  • Koha item type
Cursor on
  • Add & Duplicate
  • Add multiple copies of this item
Note that if required, you may click on the following tabs-
  • Add & Duplicate
  • Add multiple copies of this item
Click on the tab Add item After entering all the details, click on the tab Add item at the bottom of the page.
Cursor on Items for Industrial Microbiology by Patel, Arvind H. Another page opens with the title Items for Industrial Microbiology by Patel, Arvind H.
Cursor on Spoken Tutorial Library

Click on Spoken Tutorial Library.

From the drop down, select log out.

Now logout from the Koha interface.

To do so, go to the top right corner.

Click on Spoken Tutorial Library.

From the drop down, select Log out.

Narration only With this we complete Cataloging.
Slide

Summary

In this tutorial, we learnt about Cataloging

Let us summarize.

In this tutorial, we learnt about Cataloging in Koha.

Assignment
  1. Create a New record for Books.
  2. Import a Catalogue record by using a 'z39.50 Search'.
As an assignment-
  1. Create a New record for Serials.
  2. Import a Catalogue record by using a 'z39.50 Search'.
Slide:

About Spoken Tutorial project

The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

Slide:

Spoken Tutorial workshops

The Spoken Tutorial Project Team

  • Conducts workshops using spoken tutorials
  • Gives certificates for those who pass an online test
  • For more details, please write to [about:blank http://contact@spoken-tutorial.org]
The Spoken Tutorial Project team conducts workshops and gives certificates.

For more details, please write to us.

Slide:

Forum for specific questions

Please post your timed queries in this forum.
Slide:

Acknowledgement

  • Spoken Tutorial Project is a part of the Talk to a Teacher project
  • It is supported by the National Mission on Education through ICT, MHRD, Government of India
  • More information on this Mission is available at
  • http://spoken-tutorial.org/NMEICT-Intro
Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

Contributors and Content Editors

Bellatony911, Nancyvarkey

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