Table of Contents | Reference Level | Example Level
This section describes how to create a bibliographic record in the LTCU production file on NOTIS.
There are several ways to create a new bibliographic record on NOTIS:
Before creating a bibliographic record, using any of the above methods, search the LTCU production file to determine that there is no record already in the data base for the item.
After it has been determined that there is no record already in the data base, choose the inputting method appropriate to the item in hand.
Inputting from a Blank Workform
To display a blank workform for inputting a new bibliographic record, following the LTCU transaction code type new, a blank space, and the format letter.
On the blank workform, the system prompts "LTCU DONE" on the command line. The system's line number appears following "NOTIS CATALOGING" on the blank workform. If there are any problems with the terminal or the line, you may be asked for the line number.
"CU#" is the position where the record ID will be placed. Because the record has not yet been added to the data base, no number appears following "CU#". "CU" is the institution ID used for Cornell University Library.
"FMT", "RT", and "BL" are the labels for the format of the bibliographic record. In the example, "B" (for books) appears following "FMT". This code cannot be changed by the operator. If the workform for the wrong bibliographic format is displayed (e.g., the books workform is displayed and the serials workform is desired), press CLEAR to remove the workform display. The system prompts with the LTCU transaction code and new; add the appropriate code (e.g., "s" for serials) following new on the command line and press ENTER to display the workform.
"DT" displays the date the bibliographic record was first created. On the blank workform, today's date displays following "DT". The date is automatically set and cannot be changed by the operator.
"R/DT" displays the date the bibliographic record was last updated or revised. On the blank workform, "none" (i.e., no revision date) displays following "R/DT". The date is automatically set and cannot be changed by the operator.
"STAT" displays the record status. On the blank workform, "nn" displays following "STAT". The STAT field is not changed during bibliographic record creation.
The remainder of the fixed fields on the blank workform are to be filled in by the operator.
Type same over "DONE" on the command line. This will allow proofreading the record before it is added to the data base, in case ENTER is pressed accidentally during input.
Fixed fields consist of a mnemonic label (e.g., "LANG" for language) and a value (e.g., "eng" for English). Note that the NOTIS fixed field labels are different from the RLIN fixed field labels [see Appendix A8 for a comparison of the NOTIS and RLIN fixed field labels].
The blank workform contains a default value for each fixed field element.
General guidelines for inputting fixed fields:
(1) Cursor movement:
Use TAB or the Cursor Control keys to move the cursor within the fixed fields.
(2) Fixed field labels:
The fixed field labels cannot be changed on the workform.
(3) Fixed fields which cannot be changed:
Data in the CU#, FMT, DT, and R/DT fixed fields cannot be changed. TAB skips over these fixed fields.
The STAT fixed field can only be changed with a delete password authorization. With all other passwords, TAB skips over this fixed field.
(4) Fixed field length:
Some fixed field values are one character in length; some values are multiple characters in length. The proper number of characters is allowed following each fixed field label. When a value has been typed in a fixed field area, the cursor automatically moves to the next fixed field area.
(5) Blank fixed field code:
If a character in a fixed field area is to be replaced by a blank, press SPACE-BAR to add the blank space. Do not use DELETE or ERASE-EOF in the fixed field area.
(6) Minimal fixed field values for preliminary records
Inputting variable fields on NOTIS is different from inputting variable fields on RLIN or OCLC. On NOTIS, variable fields are input in one continuous paragraph. Each field is typed, followed by a fieldmark character (which varies according to hardware/software configuration) and the next variable field. ENTER is not pressed until the entire bibliographic data has been typed on the input workform.
Variable fields are typed in the following sequence: tag, colon, indicators, colon, data, fieldmark character, next tag, etc. For example:
NOTE: In the examples in this manual, the fieldmark character is printed as a semicolon (;).
General guidelines for inputting variable fields:
(1) Cursor positioning:
Use TAB to place the cursor in the proper position on the blank line below the fixed fields. Do not use the Cursor Control keys to move the cursor, because the variable fields must start in a particular position on the screen; use TAB.
(2) Tag:
The complete three-character tag is typed.
(3) Variable field input order:
In general, variable fields can be input in any order on the workform. The NOTIS programs sort the variable fields when the record is redisplayed following the SAME command and when the record is added to the data base following the DONE command.
A sequence number can be typed following the tag of repeatable fields, to override the normal system arrangement of fields within blocks of tags. Blocks of tags are: 4xx series note fields, 5xx note fields, 6xx subject added entry fields, 7xx added entry fields, 8xx series added entry fields; 0xx, 1xx, 2xx, 3xx fields automatically display in numerical order. The system retains the fields within a block of tags in the order input, unless a sequence number is typed with one or more of the fields. For example:
Typing:
Results in the fields in the following order:
However, typing:
Results in the fields in the following order:
The sequence number can also be changed during editing of the record.
(4) Indicators:
A colon is typed on each side of the indicators. For example:
Typing:
Results in the following:
If no indicators are defined for a field, both colons are typed in succession.
For example:
Typing:
Results in the following:
Each variable field has default values for the two indicators. If the default values are applicable, type both colons in succession, and the system will automatically supply the default indicator values. For example:
Typing:
Results in the following:
(5) Subfield codes:
A delimiter (|) is typed before the subfield code in subfields within the variable field.
The |a subfield code does not need to be typed, if the |a subfield is the first subfield in the field. The system automatically supplies the first |a subfield code if no delimiter-subfield code pair is typed. For example:
Typing:
Results in the following:
The |a subfield code does need to be typed if the |a subfield is not the first subfield in the field. For example:
Typing:
Results in the following:
The system automatically displays a blank space before and after each subfield code. For example:
Typing:
Results in the following:
(6) Aggregation of romanized Chinese
Variable fields in romanized Chinese in NOTIS records are typed with a space where an aggregator would appear in an RLIN CJK vernacular record.
(7) Greek letters
Romanize all occurrences of Greek letters, even though there are characters for alpha, both, and gamma on the terminal. Give the name of the letter in the language of the text, enclosed in brackets. If the name of the letter is unknown in the language of the text, use the English name, enclosed in brackets. Make sure there is a space or mark of punctuation on each side of the bracketed name.
Special guidelines for typing certain variable fields:
(8) 007 field:
The tag for the 007 physical description fixed field is typed initially as a variable field, but results in the display of a set of fixed field labels. To display the appropriate physical description fixed field labels, type the tag "007" immediately followed by a code for the type of material. Do not type any data following the 007 tag and code. For example:
Typing:
Results in the following line of fixed field labels starting on the second line of the display (before the fixed fields from the 008 field):
List of categories of material and 007 codes.
Inputting long bibliographic records
If the bibliographic data to be input will not fit on one screen:
The system displays a blank continuation workform (without fixed fields).
Press TAB and continue typing the variable fields.
Proofreading the typed record
After typing all of the fixed and variable fields, but before adding the bibliographic record to the data base, proofread the typed data:
The same command can be used repeatedly until the typed data is correct. If the bibliographic record extends beyond one screen, use same to proofread the typed data on the first screen. Press ENTER with "MORE" on the command line to display the next screen of data. Type same over "DONE" or "MORE" and press ENTER. This process can be continued until "DONE" appears on the command line, indicating that this is the last screen of data. To display the first screen of data, type back over "MORE" or "DONE" on the command line and press ENTER.
Adding the record to the data base
When the bibliographic record is correct, press ENTER with done on the command line to add the record to the data base. The system automatically assigns the bibliographic record a record ID, and prompts for adding copy holdings information. The Merged Headings Indexes are indexed immediately in staff mode. The main entry and title are indexed immediately in the Author/Title indexes. The remainder of the access points are indexed when the batch Author/Title/Subject index regeneration programs are run.
Sample sequence for inputting a bibliographic record
Inputting long bibliographic records
If the bibliographic data to be input will not fit on one screen:
Deriving a record from a Related Edition on LTCU
If there is no bibliographic record for the item, but there is a bibliographic record in LTCU for a related edition, a copy can be made of the bibliographic record for the related edition or translation. This process is called deriving a record.
Sample sequence for deriving a record in LTCU
General guidelines when deriving a record in LTCU:
Before editing a derived record, be sure that there is no record ID in the upper right corner of the screen. If a record ID is present, then any editing of the record is to the original record, not a derived record.
If changes have been made to a bibliographic record before it was discovered that a copy of the record had not been derived, press CLEAR to erase any changes, leaving the bibliographic record as it was in the data base. Redisplay the bibliographic record and follow the derive sequence closely.
Summary sequence for deriving a bibliographic record from LTCU
Transferring a Record from the LC Resource File (LTLC) into the Production File (LTCU)
The LC resource file (LTLC) is updated monthly and contains LC MARC bibliographic records fitting the following criteria:
If there is no bibliographic record for the item in LTCU, but there is a bibliographic record in LTLC for the item, a copy of the LC record can be transferred into the LTCU file.
Also, if there is a brief record in LTCU without an order/pay/receipt record attached, and there is a bibliographic record in LTLC for the item, a copy of the LC record can be transferred into the LTCU file and the brief record deleted from the LTCU file.
Sequence for transferring a record from LTLC into LTCU:
General guidelines when transferring a record from LTLC into LTCU:
Before editing a transferred record, be sure that there is no record ID in the upper right corner of the screen. If a record ID is present, then the copy of the LTLC bibliographic record will replace the LTCU bibliographic record with the same record ID (although they are different records).
If changes have been made to a bibliographic record before it was discovered that a copy of the record had not been derived, press CLEAR to erase any changes, leaving the bibliographic record as it was in the LTLC file. Redisplay the bibliographic record in LTLC and follow the transfer sequence closely.
Summary sequence for transferring a bibliographic record from LTLC into LTCU
Transferring a Record from RLIN via PUT command
From any terminal able to search and display RLIN records (either via RLIN for Windows or Telnet session):
There is a slight delay (about three minutes), and the record should be available in NOTIS. If it does not show up in NOTIS, or the appropriate response is not received from RLIN, try later or contact your supervisor or Network Administrator.
Table of Contents | Reference Level | Example Level
Rev. 8/14/96 dih