CUL Technical Services Manual, Bibliographic Records/Edit/Instruction

Bibliographic Records/Editing/Instruction

Table of Contents | Reference Level | Example Level

EDITING A BIBLIOGRAPHIC RECORD

Instruction Level

This section describes how to edit or update a bibliographic record in the LTCU production file on NOTIS.

There are several ways to edit an existing bibliographic record on NOTIS:

Basic Sequence for Editing a Bibliographic Record

  2. Display the bibliographic record to be edited.
  3. Type same over "DONE" or "MORE" on the command line.
  4. Choose the editing method appropriate to the change. More than one method can be used when editing a bibliographic record.
  5. When a field being edited extends beyond one line, delete blank spaces at the end of each line within the field. The NOTIS programs currently consider blanks at the end of a line within a field as characters of data, resulting in large gaps in the online catalog display.
  6. Press ENTER with SAME on the command line to allow machine-editing of the change and proofreading before the change is made to the
  7. bibliographic record on the data base.
  8. Press ENTER with done on the command line to change the bibliographic record on the data base.

Changing Fixed Field Values

Incorrect fixed field values or 007 fixed field values can be changed by using the following sequence:

  1. Press TAB to place the cursor on the appropriate fixed field value.
  2. Do not press INSERT. Changes are made to the fixed field values in overtyping mode, not in insert mode.
  3. Type the correct value in the fixed field position. Note that if the correct value is a blank, press SPACE-BAR to change the value to a blank. Do not use DELETE or ERASE-EOF.

Encoding Level Generally, new cataloging records will have the value blank in the E/LEV fixed field. Recon records will have "1" (number one). A large number of records in the data base do not have completed fixed fields (e.g., some of the fixed fields may contain the fill character, with displays as a question mark (?)). When editing such a record on NOTIS, type blank in the encoding level if it can be reasonably determined that the item was cataloged with the item in hand. Most of the records which were produced by a recon project will already be coded "1" in the encoding level.

When upgrading CIP or LC minimal level records to full cataloging records, change the encoding level to blank. Acquisitions records are currently being coded blank but codes on the copy holdings record indicate that the bibliographic record is not yet a full cataloging record.

Other fixed fields

The fixed fields should be filled in from the explicit information found in the description. For example, pre-ISBD records do not indicate the existence of an index, so type "0" for the INDX fixed field. See the list of NOTIS fixed field labels and legal values at the end of this manual.

Adding New Fields at the Bottom of the Screen

New fields can be added at the bottom of the screen, following the last variable field on the screen, using the following sequence:

Either use BACKTAB (or SHIFT-TAB for PC's), TAB, or the cursor control keys to move the cursor to the line below the last variable fields. Note that the cursor does not move to the first character on the line, which is a non-displaying character.

Type the new field tag, colon, indicator(s), colon, and field data in paragraph form. Fields are typed directly after each other. Note that this is the same as inputting on a blank workform. A sequence number can be included with the new field, to place the new field in the proper sequence. Example

Overtyping Data Within an Existing Field

If the data in an existing field needs to be changed to data that is not longer than the existing field, the incorrect data can be overtyped.

Type the correction directly over the existing data in the field, delete incorrect characters from the field by pressing DELETE, or insert characters into the field by pressing INSERT and the characters. Press ERASE-EOF to delete unwanted data from the end of the field. Example

Inserting Data Within an Existing Field

If the correction would result in the field extending beyond the existing line, the correction must be inserted in the field, using the following sequence:

  1. Move the cursor to the beginning of the field to be corrected and delete the delimiter-a subfield code pair and the spaces surrounding it.
  2. Press INSERT to place the terminal in insert mode.
  3. Type data in the variable field until the field reaches the end of the line and the keyboard locks.
  4. Press ENTER with same on the command line to insert the |a subfield delimiter and code, and reformat the field onto two lines.
  5. Press INSERT again to place the terminal in insert mode. Note that when ENTER was pressed, the terminal automatically changed out of insert mode.
  6. Continue typing the correction to the field. Example
  7. Repeat the above sequence, if necessary, until all corrections have been made to the field.

Adding to the End of an Existing Field

Data can be added to the end of an existing field, using the following sequence:

  1. Press BACKTAB (or SHIFT-TAB on PC's) to place the cursor on the line below the last variable field on the screen.
  2. Type the tag and, if the field is repeatable, type a slash (/) and repeat number of the field to which the data should be added. Type a colon (:), asterisk (*), colon (:), and then the data to be added at the end of the field.
  3. Press ENTER with same on the command line.
  4. The data will be added to the end of the original field. Example

Deleting an Existing Field

If a field in the bibliographic record is to be deleted, use the following sequence:

  1. Move the cursor to the first character of the field tag.
  2. Press ERASE-EOF to erase the entire field and leave a blank line in its place.
  3. Press ENTER with SAME on the command line to redisplay the screen without the deleted field. Note that the sequence numbers of the remaining fields are automatically adjusted, if necessary. Example

Changing the Format of a Bibliographic Record

If the existing bibliographic record is in an incorrect format (e.g., the record is for a book, but the item is a music score), the format of the bibliographic record can be changed using the following sequence:

  1. Display the bibliographic record.
  2. Press CLEAR once. The record ID displays on the command line.
  3. Type form over "BIBL" on the command line, and add a comma and the appropriate format letter after the record ID. Press ENTER. Note: Type the same format code used with new when inputting a bibliographic record
  4. Type same over "DONE" or "MORE" on the command line.
  5. Edit the fixed and variable fields as appropriate, using the desired method(s). Note that the fixed field values from the books record have been transferred to different fixed field labels, often resulting in error messages. Correct all error messages and add/change/delete other fields, as necessary.
  6. Press ENTER with same on the command line to proofread the corrections.
  7. Press ENTER with done on the command line to change the bibliographic record on the data base. Example

For assistance in determining appropriate fixed field values when changing formats, see Default fixed field values for preliminary records

Table of Contents | Reference Level | Example Level

Rev. 12/11/95 dih